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STISETSWeb AL User Manual

1. e Hearing Screening Date Enter the date of the student s most recent hearing screening This field does not auto populate this data must be manually entered e Hearing Screening Results Click on the drop down arrow to select Failed or Passed The highlighted option will be selected This field does not auto populate this data must be manually entered e Vision Screening Date Enter the date of the student s most recent vision screening This field does not auto populate this data must be manually entered e Vision Screen Results Click on the drop down arrow to select Failed or Passed The highlighted option will be selected This field does not auto populate this data must be manually entered Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 19 Preschool Tab in Student Folder This section allows the user to track services provided to preschool students Entering data in these fields will populate the Preschool Tracking log report Eligibility Information Other ie Eligibility Information Transitioned from El Program Date of transition Meeting IEP in place on Third Birthday Implementation date of First IEP developed for Child Date of Referral Signature MiMddiyyyy MMiddiyyyy Mddyyyy Determined Eligible for Services Eligibility Determined Prior to 3rd Birthday lf NO Range of Days Eligibility Determined After 3rd Birthday Reason for Late or no Eligibility Determination
2. Selected Student SIS Status ACTIVE School Name ALABAMA K 12 SCHOOL 123 Student ID 556000000 Date of Birth Tuesday November 01 1994 Entry Withdrawal Date ENT 8 24 2005 WD LEA 777 Record of Access Student Progress Services v Processes for Selected Student min fres max Description Referral Process 0 0 IEP Process Post School Transition Reevaluation for Eligibility Gifted Referral through GEP Gifted Referral Through GEP Close Date Open Forms Missing Forms Has Annotations Is Closable e This screen displays all of the processes assigned to this student From this screen the user may now add work with or modify a process o Insert Allows the user to add a new process to a student If a process is not in the drop down list after selecting Insert verify that the process is not already open for the current student Marking an existing process Complete will allow the user to Insert another same name process Spring Summer 2008 STISETSWeb AL Delete Allows the user to delete a process from a student Delete may only be selected if no forms have been completed in that process Deactivate A process with open or closed forms may be deactivated BE CAUTIOUS when using this option Once a record is deactivated the procedure cannot be reversed It also writes an entry to the Record of Access noting that a process has been deactivated Note Only Administrators and Managers have rights to
3. Status Click the drop down arrow and select the type of student Status o All Allows a user to view all students with all Special Ed statuses This option may be selected if the user might be missing students on the User Desktop o Active Search only for students who are Active in the Special Education program This option is selected by default o Inactive Search only for students who are not currently active in Special Education This status is used when a student withdraws from school o Not Eligible Search only for students who are not qualified to receive Special Education services o Referred Search only for students who are awaiting approval for Special Education services Student Number Enter the Student Number if known Last Name Enter the student s name or the first few letters of the student s last name Enter the first letter of the last name to search a larger group of students First Name Enter the student s name or the first few letters of the student s first name Enter the first letter of the first name to search a larger group of students Archived Only Check this box to search only for students who are archived within STISETS Web Search Button Submits search selection Student Search Instructions After entering or choosing a value for all applicable fields click on the Search button to locate the student or to view a narrowed list of students to choose from At least one field must
4. o Archived refers to students that have been archived by an administrator or manager and are no longer active in STISETS Web o Exited refers to students who have left the district o Inactive refers to all students who have left the district o Not Eligible refers to all students who have been determined not eligible for Special Education services o Parent Waived FAPE refers to parents who have waived their right to free appropriate public education o Referred refers to students who have been referred but not yet determined eligible for Special Education services e Date Exited from Special Education Enter the date on which the student exited from Special Education e Exited from Special Ed Program Select the appropriate Exit Reason from the drop down box Because the options are federally mandated to accommodate the Annual Data Report Alabama Occupational Diploma is included under Received Certificate e Archived Date This is the date the student was archived e Archived Reason This is the reason the student was archived Teacher Exceptionality LRE Information e Case Manager The name of the teacher who will be responsible for maintaining the selected student s Special Education record will be displayed here Note Changes to the Case Manager must be edited in the Student Desktop by authorized users only e Exceptionality Child Count Field Select the student s Exceptionality here Please remember that t
5. 10 1 2007 rm 10 1 2008 ALCUYE y First Name JIMMY Soc Sec 744 44 4444 Grade 12 SIS Entry Date MM dd yyyy LEP State Identification Number 1961475744 Academic Year 2007 LRE LEA Case Manager 999 Administrator System Student ee Student Name 744444444 CARTER JIMMY Middle Name Last Name CARTER DOB g Age 08 06 1991 16 Gender Ethnicity M W SIS Withdrawal Date i MM dd yyyy Migrant School Name i o ALABAMA K 12 SCHOOL Home Room 101 0S Private School Parentally Placed Secondary LRE 01 100 30 of the day Inside the Gen Ed Environment Exceptionality Gifted Most Recent Date Enrolled To edit the Snapshot for a student Select the student and open his her folder Click on the Edit Student s Snap Shot button Use the drop down list in the upper left corner of the screen to select the Child Count date to edit Make any changes to the data on the screen and click OK to save the changes 3 Student Snap Shot Webpage Dialog Windows Internet Explorer x The selected student does not have snapshot data for the selected date 10 1 2008 Do you want to insert the selected student into the selected date s snapshot To add a student to the Child Count file after the snapshot has been taken 90 e Child Count Desktop STI_ 0616081542
6. CY Begin Date Record will be Added e Click on the El button next to the Provider Type field to search for and select a service e Type in the name of the service or provider number and click Search Once the service displays click OK Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 93 select a Provider Type Search Criteria Name Provider Number Hame ProviderNumber Speech Language Pathologist Speech Language Pathologist Assistant Check the Needs Supervision box if this employee needs a supervisor to oversee his her billing entries Enter the licensure credential dates in the Begin Date and End Date Note The date fields are not required These fields are used as a reference point only Staff Provider Type Properties Provider Type Begin Date 01 01 2007 01 01 2009 Record will be Cha e Click OK to save entries on this screen e The screen below displays a service that was set up for an employee Staff Provider Types ProviderNumber Speech Language Pathologist A security group may be set for those individuals who only need to work with the Medicaid feature in STISETS Web Add the Medicaid menu items in Edit Permission for this group For more information on setting up security groups see the section Security Desktop on page 46 94 e Medicaid Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Note If the employee is licensed credentialed for multiple
7. Reports 69 Reports Caseload 33 Index e 107 S Sample SETS Query Reports 76 Screening Evaluations 104 Searching and Modifying Employee Information 38 Security Desktop 46 Selecting a Student 8 Service Frequency Types 44 Service Log 99 Service Type Codes 43 Service Type Cross Reference 45 Services 7 95 SETS Query amp SETS Query Caseload 71 Setting Up the Medicaid Feature 92 Snapshot Administration 88 STIOffice Info 33 Student Desktop 14 Student Diagnosis 34 95 Student Folder 14 Student Information 6 Student List 88 Student Maintenance 60 Student Progress 7 35 Student Search Criteria 8 Student Search Instructions 9 Student Services 35 Student Services Screen 29 Supplemental Data 69 System Files 56 System Requirements 2 U Un Archive Students 63 User Desktop 5 Users Menu 48 Using Medicaid Desktop and Service Task Entry 99 Utility Desktop 38 W Working in a Process 25 Working on a Form 27 108 e Index STI_0616081542 Spring Summer 2008 STISETSWeb AL
8. Type for which tasks are to be entered Note that the student may display more than once in the list if he she receives more than one Service e Highlight the service and then click on the Tasks button e Click Insert to enter a new task Note If Services have already been entered for the student Service Tasks will appear as shown below If no tasks have been entered the screen will be blank service Tasks CHRISTINA APPLEGATE Service Information Begin Date 411 2005 Service Type Date 021072008 End Time 09 00 AM Begin Time 03 00 AM 100 e Medicaid Desktop STI_0616081542 Omit from billing Closed Spring Summer 2008 STISETSWeb AL e The Service Task Properties screen will appear Service Task Properties CHRISTINA APPLEGATE Performed this Task Date Begin Time End Time 04 15 2008 08 00 AM 09 00 AM Student Unavailable O Notes Enter notes here Student Diagnosis Alexia and Dyslexia Alexi Procedure Type _ _ Service Provided by Supervision Provided by Resource Room CHARLES BALLARD Omit from billing Omit Reason O e Date Enter the date of service task This field will automatically be populated with the current date The date entered should be within the Service begin and end dates e Begin Time Time at which task began e End Time Time at which task ended e Notes Medicaid recommends that therapists follow the SOAP m
9. air only Pure tone audiometry threshold air and bone Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 43 Procedure Type Cross Reference In this screen the user may view the Procedure Types that are associated with the appropriate Service Type Cross Reference Service Types Code Name Description Procedure Types i Audiology Services Audiology Services Description Behavioral Health Counseling Behavioral Health Counseling 2001 SE Hearing Screen Counseling Services Counseling Services Developmental Diagnostic SIT Assessments ken Early Identification and Assessment of Disabilities in Assessment of Disabilities in c Children BE 925 Speech audiometry threshold Health Aide Services Health Aide Services Hearing Assessment Hearing Assessment Intake evaluation Intake evaluation Medical Services for Medical Services for evaluation purposes only evaluation purposes only Occupational Therapy Occupational Therapy Orientation and Mobility Orientation and Mobility 7 oa Hearing aid check binaural Services Services Parent Counseling and Parent Counseling and Training Training Physical Therapy Physical Therapy Pure tone audiometry threshold air only Pure tone audiometry threshold air and bone Speech audiometry threshold with speech recoginition Tympanometry impedance testing Hearing aid check monaural Service Frequency Types These codes come preinstalled in the program and cannot be
10. e Students may be searched by Status Student Number Last Name or First Name e After the desired search criteria have been entered click Search e Highlight the name of the student to be deleted and click the Delete button on the screen e After deletion the program will return to the User Desktop Remember only the Folder record has been deleted not the entire student record Any student who is in the current Child Count Snapshot cannot be deleted Additionally any student who has at least one Completed form cannot be deleted Mass assign Mass Caseload Assignment Find Students School All Schools z Staff Relationship Relationship Please select Hide Processed d Student Number Student Name Grade LRE Exceptionality Case Manager Processed STI_0616081542 Spring Summer 2008 STISETSWeb AL This utility is used to change relationships from one staff member to another This should be utilized at the start of school or end of year when students are moving from schools or grades Mass Caseload Assignment is a two step process The user must first decide which students are to be moved from their current teachers Secondly the user should decide which teacher would receive these students To mass assign a caseload or relationship the following steps are necessary e In Find Students the user may search by School Grade LRE and or Exceptionali
11. AFTER July 1 2005 is pulled from the completed JEP Transitions page This field may also be manually entered e Final Completion Date of ALL Evaluations This field will auto populate from Eligibility form only if Initial Eligibility is checked on the form Other Tab in Student Folder Procedural safeguards and exit data are listed on this screen Clicking this option will display student s information pertaining to general information This information is manually entered Information Basic eum Preschool Information Mediation Formal Complaint Due Process ae Reason for Non Participation in Statewide Assessments Explain Other Non Participation Entry Date MMiddyyyy No longer eligible for Spec Ed Services Transfer Student Mi ddiyyyy e Mediation Select Requested Filed or Open in the drop down box if applicable for the student e Formal Complaint Select Requested Filed or Open in the drop down box if applicable for the student e Due Process Select Open or Requested Filed in the drop down box if applicable for the student e Reason for Non Participation in Statewide Assessments Drop box includes Absent from School Medical Excuse Other and Parent Opted Out of Testing AHSGE only e Explain Other Text field used to explain reason for non participation in statewide assessments e Non Participation Entry Date Enter the date for Non Participation in Statewide Assessments e No Longer Eligible Fo
12. Administrator to run Child Count Shot Date Snap Shot Will be set as a personal reminder in the program Transfer of in state Send an alert when Special Education records Special Education transfer from another LEA successfully or the records attempt was halted e School Allows the user to choose a specific school for which this alert is to display If left blank the alert will show for all schools e Staff Type Allows the user to choose a specific staff type for whom this alert is to display This staff type is from the staff type that is set up in the Employee Information area NOT the user group e Days Before Indicate the number of days before the due date on which the alert is to display e Days After Indicate the number of days after the due date on which the alert is to display Example A Special Education Manager or Administrator may set up a Reevaluation alert for all Special Education Teachers to receive 7 days before and 3 days after the due date 68 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Supplemental Data Special Education Supplemental Data Summary for 2008 Teachers Projected Need Hearing Impaired Early Childhood Special Ed Gifted Psychometrist This area is used to enter supplemental data for reporting purposes when requested by the SDE Report Desktop The Report Desktop offers reporting features using several reports that have been created for the users or Se
13. BENCHMARKS Date of Mastery SPECIAL EDUCATION AND RELATED SERVICE S Special Education Supplementary Aids and Services ogram Modifications Accommodations Needed for Assessments Related Services Assistive Technology and Support Personnel e The Student Services screen will display Student Services Special Education 0 Enter speech or language services here for students whose Area of Disability is Speech and Language Impairment as documented on the most recent Notice and Eligibility Decision Regarding Special Education Services Service Type Begin End Frequency Closed Attached to AttachiDetach Description Date Date Goal e At the top of the screen select a category for which a service is to be entered and then click the Insert button e The Service Properties screen will display featuring several fields for entering service information The sample screen shot below displayed when the Related Services category was selected Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 97 service Properties Related Services IEP Begin Date IEP End Date Service Type Anticipated Frequency Frequency Frequency Type snes Amount of Time Minutes Ending Date Service Details e JEP Begin Date and IEP End Date populate from the Profile page e Click in the drop down box to enter the Service Type e Enter the Frequency the number of times the Frequency Type will occur e Cli
14. Due Days Ethnic 55N igbility ua Day W Peewee Reevaluation Process Next IEP Process i Migrant Next Eligibility Days Overdue Days 2000000 Case Manager Schoo Name Entry Date BRAHMS JORANNES GAIL COMINS ALABAMA K 12 SCHOOL 123 1 1 1500 State Number Exceptionality Deaf Blind Secondary LRE DOB g i i hal lx Ee TE Ly Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop 83 Child Count Desktop About Child Count Alabama Child Count is an annual count of students with disabilities Child Count is generally run on October 1 of every year to generate state and federal funding for Special Education students STISETS Web checks for errors that will exclude Special Education students from Child Count STISETS Web also provides a simple comprehensive way of correcting these errors and then exporting Child Count data to the State Department of Education Child Count Error Report Open the Child Count Desktop and select the Error List sub menu to check for Child Count errors On the left side of the screen is the Child Count Summary This area gives shows grouped counts of the students that are to be included in the Child Count file The user may select the group by drop down list to view a break down of additional data counts Click on the plus sign next to each category to expand the group Note This area does not filter options for the error report On the right side of the screen is the reporting option for the err
15. El Source Family Source LEA Source v Date Letter of Notification from El Received 025 2007 e Transitioned from El Program Use the checkbox to note whether the child is transitioned from El program e Date of 90 Day Transition Meeting Enter the date of the 90 Day Transition Meeting e IEP in Place on Third Birthday Use checkbox to note whether the child had an IEP in place on his her third birthday e Implementation Date of First IEP Developed for Child Enter the date of the implementation of the first IEP developed for the child e Date of Referral Signature This field can be manually entered or will auto populate from a completed referral form e Date of Transition Meeting This field can be manually entered or will auto populate from a completed transition form e Determined Eligible for Services Select yes or no for this field e Eligibility Determined Prior to 3 Birthday Select yes or no e If NO Range of Days Eligibility Determined After 3 Birthday Select days from 1 15 16 30 31 45 46 60 60 e El Source Select from drop box e Family Source Select from drop box e LEA Source Select from drop box e Date letter of Notification from El Received This field will auto populate from EI Transition form THIS IS REQUIRED FOR THE STUDENT TO SHOW ON THE PRESCHOOL TRACKING LOG IEP Information e IEP developed and implemented by 3rd birthday Select yes or no o If NO range of days IEP
16. Group Teachers Teachers Group e Insert To create a new Group enter the Group Name and Description e Change Highlight the Group to change e Delete Delete a Group from the list 46 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Members Add or remove users from the highlighted Group Copy Creates a copy of a group This will be used when a new group is created that will be similar to a pre existing group After the group is copied and named permission can be edited Print Click this button to print the effective permissions for a selected group Members This button is used to add employees to the selected group o Select or highlight the group desired o Click on the Members button to view remaining members and current members o To add a member Highlight the name of the employee to add to the selected group and then click the Add button o To remove a member Highlight the name of the employee to remove from the selected group and then click the Remove button o Click OK to save these changes or click Cancel to exit without saving Predefined User Groups List Predefined groups and their default access levels are listed below Managers School level access to these areas User Desktop Full Access Student Desktop Full Access Student Folder Full Access STIOffice Full Access Process Desktop Full Access Utility Desktop No Access Report Desktop Full Access Medicaid Deskto
17. Move Form The screen shown below will appear listing the process to which the form is to be moved Select a Destination Process Name Description Open Missing Has Is Forms Forms Annotations Closable Reevaluation for Reevaluation for 1 Ml Eligibility Eligibility Reterral Process Referral Process o Double click on the process and the form will be moved Note To move a form from one process to another the form must exist in both processes There 1s an additional rule for moving a form The form may only be moved if it is less than 30 days old excluding the months of June July and August If the form 1s over 30 days excluding those months a new process must be added and the form must then be recreated e Create Amendment An Amendment may be created to make changes on a completed form e Annotate Process Allows user to record commentary on the forms and process e Save This is another way of saving information on the form besides file save changes and the F70 button on the keyboard Working on a Form Rules have been added to the forms that require the user to complete certain designated fields before a form may be saved or completed Some data fields on the forms may be typed in while other data will be entered using pick lists Pick lists are lists of items that may be selected to fill in a field on the form Some pick lists may have additional items added for user selection An administrator may add to these ope
18. Service began End Time Time Service ended Notes Medicaid recommends that therapists follow the SOAP method for recording service progress notes The letters SOAP outline the four parts of documentation Student Diagnosis Enter the student s diagnosis for this task Procedure Type This is a drop down box Choose the Procedure Type that matches the service provided Location This is a drop down box Choose the location that indicates where the service was performed Service Provided By This field defaults to the user who is logged into the program or who is entering the task If the tasks are being entered on behalf of another individual click the Ellipsis button to search for the service provider Supervisor Provided By If the Service Provider needs supervision click on the Ellipsis button do a search and then enter the Supervisor in this field Omit from billing Check this box if this task should not be submitted for Medicaid billing Omit Reason Enter the reason the task will be omitted from the Medicaid billing Click OK to save the entry Note Tasks for Screening and Evaluations may be entered at any time These tasks will not become billable until the student has an IEP To make these tasks billable the user must attach them to an IEP Go to the service screen in the IEP click on the last tab Screenings Evaluations and then click the Attach Detach button STI_0616081542 Spring Summer 2008 STISETSWeb
19. Step 1 From the Report Desktop select SETS Query Step 2 If appropriate click the down arrow to select a school For this example leave the selection at All Schools Step 3 Enter a report title For this example use Special Education Listing of Drop Outs Step 4 In the column labeled Student check the following data elements SVUM LName and FName Step 5 In the column labeled Folder check the following data elements EXC Code Primary ExitingReason and ExitingDate Step 6 Go back and click on the text labeled ExitingReason Step 7 At the next screen highlight Equal to in the left box and highlight Dropped Out in the right box Then click OK Step 8 Click Run A sample report is shown below SHUM Last Name First Name Primary EXC Code Exit Reason Exit Date 111111111 AARON MICHAEL SLD 111122222 AFORETHOT MAL 3 SLD Special Education Students over the Age of 16 To run this report Spring Summer 2008 STISETSWeb AL Step 1 From the Report Desktop select SETS Query Step 2 If appropriate click the down arrow to select a school For this example leave the selection at All Schools Step 3 Enter a report title For this example use Special Education Students over the Age of 16 Step 4 In the column labeled Student check the following data elements SVUM LName FName and Age Step 5 Click on the text labeled Age Step 6 At the next screen highlight Greater Than in the left box and highlight
20. The link may be found under Student Desktop Change Case Manager select the new Case Manager All SChools School Last Hame First Hame elert Teacher Humber First Hame Last Hame e First select a student Students may be selected via any of the following methods o In the initial User Desktop screen that houses the teacher s caseload double click on the desired student s name o To locate a student from a specific caseload click the Lookup button on the Selected Student area of the screen o Another method of selecting a student is to use the Select a Student link on the left side of the screen if this link is available e Now by selecting the Change Case Manager menu option the user may search by School Last Name or First Name Enter the name of the new case manager and click Search e When the desired employee s name appears click Select Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 23 Process Manager The Process Manager allows the user to add view and manage a students Special Education process A Process is a group of Special Education forms that must be completed within a specified time period In order to work on specific forms for a student the user must first assign an appropriate Process containing all required forms to the student Perform the following steps to assign a Special Education process to a student So 3 min res max y 2 2 035 System Admini
21. be populated in order to run the search To open a student s record highlight the appropriate student and then click Select Alternately the user may double click directly on the student s name The student will now be displayed at the top of the screen Spring Summer 2008 STISETSWeb AL STL 0616081542 Menu Tree e 9 Alert Subscriptions Teachers The Alert Subscriptions feature allows the user who is signed on to the program to set up an alert regarding one student all students in one school or all students in the district depending on the user rights For example the Case Manager will only be able to set up subscriptions to his her caseload where an Administrator will be able to set up Alert Subscriptions for all students in the district Note Alert Subscriptions is used by teachers and Alert Template is used by Administrators and Managers When setting up an Alert Subscription the user has the option to Insert Change or Delete e Insert Allows user to insert anew Alert Template e Change Allows user to change an existing template e Delete Allows user to delete a template Subscription Properties 3 Subscription Properties Web Page Dialog Subscription Properties Alert Feevaluation T School Student ALABAMA K 12 SCHOOL HUDSON ARNOLD El Days Before fi Days After Record will be Added Cancel The Subscription Properties screen will display when the user chooses Insert or Cha
22. by Last Name Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 99 e First Name Search for a student by First Name Any combination of these search fields may be used to locate specific students e Students with Tasks Check this box to search for all students for whom service tasks have been entered e Completed Services Only Check this box to search for services that have been marked complete This will search for the service NOT the service task Service Log Find Student Services Students with Tasks Completed Services Only School L L Grade Student Number Last Name Student Student Name ZERO JOHANN BACH 222022729 JOHANN BACH 200000007 CLARA BARTON 220000000 LUDWIG BEETHOVEN 2222222289 JOHANN BACH 120000012 PAULINE BLANKENSHIP Classification 7 Related Services T Related Services Related Services 2 Special Education T Special Education T Special Education Entering Service Tasks All Schools wt Service Type First Name Service Type Speech Language Services Speech Language Services Speech Language Services Speech Language Services Speech Language Services Speech Language Services Speech Language Services Begin Date 10 10 2006 10 10 2006 01 08 2007 01 21 2006 052112006 10 01 2006 End Date 10 09 2007 10 09 2007 01 07 2008 02 21 2006 05 20 2007 12 01 2006 After the student has been located click on his her name in the list with the Service
23. deactivate a process Complete Re Open This button may display differently depending on the process being worked with Complete allows the user to close a completed process which will then enable the user to create a second instance of a process Re Open allows a user to return to forms or processes that have been previously completed Forms This button will bring up all forms that are associated with the highlighted process When this button is selected the forms will appear on the work area of the screen Double clicking on a process also brings up the forms Working in a Process When working in a process users will view a list of forms on the left side of the screen Click on each form that is needed in the process Below is a sample screen shot of the Referral Process and the forms in that process Fie Edit Save RESIZE Notice Of Proposed Meeting Special Education Rights IEP Profile Page IEP Transition Page IEP Annual Goals IEP Annual Goals IEP Signature Page Student Assessment LEP ELL Participation Documentation IEP Accommodations Checklist ACCES Persons Responsible for IEP Implement Notice Of Intent Regarding Special Edu Notice and Consent Regarding Payne Note the color icons next to each form in the screen shot above The color icons are a visual for the status of each form Resting the cursor on the form will also reveal the status of the form Spring Summer 2008 STISETSWeb AL Green Designates a form t
24. e Beginning Date Enter the beginning date of the service e Ending Date Enter the ending date of the service e Location Click the drop down menu to select a location This is a user defined code file To make additions or changes go to the User Desktop Location Code File e Service Notes Enter any relevant information pertaining to services if applicable e Click OK when finished Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 31 Completing Forms Completing a form will remove the Draft watermark To mark a form complete select the File menu and click on Complete Forms This will change the icon next to the form from green to red Documents On the Documents screen the user may Insert Change Delete or Download documents that are required at the LEA School level These documents are saved on the district server Documents File Hame Date Uploaded Summary Download e To add a document that is not already pre installed with STISETSWeb click the Insert button feature on the Documents Page e Click Change to change an existing document e Click Delete to delete a document e Click Download to download a previously uploaded document Highlight the document and click Download to open or save the document Fill out the appropriate text fields in order to have the file added and uploaded Click the Browse button to locate the appropriate file document to be uploaded and then click OK Docum
25. edited This list of codes 1s used in the Services section of the IEP ST On mn eee Service Frequency Types Description Expiration Date Daily Service Type Cross Reference This feature is used to view and edit Service Types for Service Categories am Cross Reference Service Types Code Name Audiology Services Behavioral Health Counseling Counseling Services Developmental Diagnostic Assessments Service Categories Name Accommodations Needed for Assessments Assistive Technology Program Modifications Related Services Screening Evaluations Special Education Supplementary Aids and Services Support for Personnel Description Accommodations Needed for Assessments Assistive Technology Program Modifications Related Services Screening Evaluations Special Education Early Identification and Supplementary Aids and Services Assessment of Disabilities in Support for Personnel C Health Aide Services Hearing Assessment Intake evaluation Medical Services for evaluation pu Description Audiology Services Behavioral Health Counseling Counseling Services Developmental Diagnostic Assessments Early Identification and Assessment of Disabilities in Children Health Aide Services Hearing Assessment Intake evaluation Medical Services for evaluation pu e The Cross Ref button will bring up the screen below i a ds o o OSI ee 3 Cross Reference Related Services Webpage Dialog Cross Reference Rel
26. is left blank B Blank Exceptionality Occurs when the Exceptionality field is left blank C Gender Code Invalid Occurs when the Gender Code that reports from STIOffice is blank on the Student Desktop D Invalid Race Code Occurs when the Race Code that reports from STIOffice is blank on the Student Desktop E LRE age 6 21 Invalid Code Occurs if the LRE Code for the specified age range is invalid e g it is not a code of the 01 11 range This error will also occur if the LRE Code is left blank F LRE age 3 5 Invalid Code Occurs if the LRE Code for the specified age range 1s invalid e g 1t 1s not a code of the 12 17 range This error will also occur 1f the LRE Code is left blank G Date Enrolled Blank or gt Dec 1 Occurs when the date of the child s enrollment in Special Education is left blank or the date of enrollment exceeds the current year s Child Count Date H Gifted cannot be IDEA funded Occurs if Gifted is selected as the Exceptionality and the IDEA box is checked I Missing 90 Day Transition Meeting Occurs if the Transition from EI Program box is checked but no date has been defined for the 90 Day Transition Meeting J Invalid Age for Grade Occurs if the student s age is too great for the current grade placement K Invalid Exceptionality DD age gt 8 Occurs if a student has an Exceptionality of Developmentally Delayed when the age is greater than 8 L Date of Birth gt Date of Enr
27. mmm Remember STIOffice data is read only Reports Caseload STISETSWeb provides many pre loaded reports Adobe Acrobat Reader a free download is required for report generation These are teacher reports based on the teacher s relationship to students on his her caseload e Highlight the desired report on the left side of the screen e Enter dates or other reporting options that display on the screen for the selected report e Click the down arrow to select the Output Format o PDF brings up Acrobat Reader Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 33 o RTF brings up Microsoft Word o XLS brings up Excel Spreadsheet e Click on Print to review the report Report Desktop Caseload Report Name Activity Log Annual Goals Progress Report Eligibility Report All Students You must have selected a student for this report to run Eligibility Report by Eligibility Date All Students Begining Event Date Ending Event Date Sort Onder Eligibility IEP Report General Student Listing Gitted Teacher Class Roster Output Format Gitted Tracking Log IEP Report by IEP End Date Incomplete Annual Goal Progress Data LRE by Student Name Mailing Labels Non Participation of Students on Statewide Assessments Number of Students Evaluated and Eligible Within 60 Days Preschool Tracking Log Processes and Forms Not Marked Complete Options Notes on Reports e Information in reports is drawn fr
28. setting that allows several previously used passwords to be remembered Users cannot use the same password once their password expires Lock out Minutes This is the number of minutes a user is allowed to attempt to sign on If a user tries to log on unsuccessfully beyond this amount of time the user s account will be locked The user will then have to go to the administrator to unlock the account Lock out Threshold This is the number of times a user may attempt to log in with an incorrect password If a user tries to log in unsuccessfully this number of times the user s account will be locked The user will then have to go to the administrator to unlock the account Save Security Settings Click this button to save any data entered on the Security tab About Passwords Passwords are crucial to the security of the Special Education data Here are some helpful hints on passwords 58 e Utility Desktop STI_0616081542 Users should create strong passwords A strong password consists of both letters and numbers and at least one special character such as amp or Easily remembered phrases comprised of some special characters might be used for passwords For example mile mez2 or Smile at me too A user should never share his or her password or user name with anyone else especially students Use a different word or phrase each time a password is changed Passwords must be at least 4 characters a
29. the Medicaid Desktop click on Screenings Evaluations T SETS min res max ADJUSTED MAL System Administrator Selected Student ALABAMA DISTRICT Name Student ID School Name i 556000000 ALABAMA K 12 SCHOOL 123 User Desktop Date of Birth Login Info Tuesday November 01 1994 Select a Student Entry Withdrawal Date Alert Subscriptions ENT 8 24 2005 WD Student Desktop Utilities Desktop Report Desktop A Child Count Desktop Student Progress Services v amp Medicaid Desktop Service Log Billing Providers Medicaid Reports in Ti i Omit from billing Closed Screening Evaluations 777 Help lt F1 gt Download Adobe Reader o To enter a task click on Insert Screening Evaluation Properties Performed this Screening Evaluation Date Begin Time 04 15 2008 08 00 AM Student Unavailable Notes Type notes here Student Diagnosis Blindness and low vision E Procedure Type 97110 SE Therapeutic procedure s therapeutic exercises to develop strength and endurance range of motion am Location Service Provided by Supervision Provided by Vision Lab v System Administrator Omit from billing Omit Reason O Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 105 106 e Medicaid Desktop O Date Enter the date of service This field will automatically fill to the current date Begin Time Time
30. you to make every effort to attend this meeting You may bring other people whom you feel will be helpful to you in this process If your child is transitioning from Early Intervention you may request that an invitation be sent to the Early Intervention Program for the nitial IEP Team meeting Please contact the individual below if you would like to invite someone from the Early Intervention Program Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 27 e Click on the form in the list on the left to begin working on it e Forms have Draft rules and Final closure rules The user may click on any of the errors at the top of the screen and the field referenced in the error will outline in red indicating which field s must have data entered before saving or closing e Enter data on the form by clicking the blue text boxes or entering checks next to the appropriate fields e A blue plus sign in a text box is for a pick list Just click on the blue plus sign and make a selection from the list of options e Some forms have blue links on them Clicking these links will pull up a screen in which the user may Insert additional data LINCOLN ABRAHAM Reevaluation for Eligibility 1 3 2008 Eligibility Form File Edit Save RESIZE Hl Notice Of Propos NOTICE AND ELIGIBILITY DECISION REGARDING Special Educatio SPECIAL EDUCATION SERVICES Notice Of IEP Tez E Eligibility Consent For Re fm Stedent s Nam
31. 00000 ALABAMA K 12 SCHOOL 123 ACTIVE Date of Birth Grade Tuesday November 01 1994 Entry Withdrawal Date ENT 8 24 2005 WD LEA 777 Record of Access Student Progress Services w Processes for Selected Student min res J max Name Description Close Date OpenForms Missing Forms Has Annotations Is Closable Reevaluation for IEP Changes Reevaluation for IEP Changes y ECEC ECEC Referral Process Referral Process IEP Process IEP Process Post School Transition Post School Transition Note Most services are entered at the time the student s IEP is written The steps for entering services are as follows e Select the student e Goto Student Desktop Process Manager e Double click on the process with the appropriate IEP or highlight the process and click on the Forms button e Select the JEP Goals page ADJUSTED MAL IEP Process 4 11 2008 IEP Annual Goals File Edit Save rin INDIVIDUALIZEDEDUCATIONPROGRAM STUDENT S NAME Page PE S OF EVALUATION FOR ANNUAL GOAL e Scroll down to click on the Click Here for Services link 96 e Medicaid Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL JEP Process 4 11 2008 IEP Annual Goals O O O O OO Fie Edit Save Special ER wmon Based Assessment eacher Text Test PF hrescher Observation Flere I EF Profile Page Date Collection stare Assessment s work Samples EP Transition F EP Annual Goals AAA o JDATE OF MASTERY MM oda
32. 02 6 03 11 D4 9 05 3 12 3 e To print the Child Count Student List select sort order Students may be sorted by Student Name School Name or Case Manager Name Click the Print button Note The sort order has NO impact on the output of the report This simply refers to the view of the Child Count numbers This 1s the same grid that 1s in the Child Count Error screen Snapshot Administration This feature is used to administer Child Count snapshots From this screen the user may review the following information e Date On Record This is the Child Count Date that was entered in the Child Count Date field in the System File at the time the snapshot was taken e Student Body This is the total student count in STISETSWeb e Active This is the total number of Active Special Education Folders in STISETS Web e Valid This is the total number of students what will be included in the Child Count file e Errors This is the total number of Active student records with Child Count errors These students will NOT be included in the Child Count data e Date Created This is the date and time at which the Child Count Snapshot was taken for the Date On Record 88 e Child Count Desktop STI_ 0616081542 Spring Summer 2008 STISETSWeb AL Snapshot Administration WARNING 1 lf you Delete a Snapshot there is no going back 2 Make sure you want to delete the Snapshot before you do so 3 lf you are not an Administrator you
33. 16 in the right box Then click OK Step 7 After clicking Run the report should generate and look similar to the one shown below STI_0616081542 Utility Desktop 81 SHUM LastName First Name Age 416000000 EISENHOWER DWIGHT 17 100000005 GROOM WINSTON 1 499999999 NEWMAN PAUL 1 Birthday List by Month To run this report 82 e Utility Desktop STI_0616081542 Step 1 From the Report Desktop select SETS Query Step 2 If appropriate click the down arrow to select a school For this example leave the selection at All Schools Step 3 Enter a report title For this example use Birthday List by Month Step 4 In the column labeled Student check the following data elements SVUM LName FName DOB BirthMonth and Age Step 5 Click on the text labeled Birth Month Step 6 At the next screen highlight Group Break Then click OK Step 7 After clicking Run the report should look similar to the one shown below SNUM Last Name First Name Birthdate BirthMonth Age 1111117 ARQUETTE DAVID 1993 08 12 Au 12 200000006 SCHUMANN ROBERT 1989 08 31 Au 16 44444444 CARTER JIMMY 1991 08 06 Au 14 9999999 BUNKER EDITH 1990 0084 5 Au 15 MARK 1990 08 10 Au 15 First Name Birthdate BirthMonth Age BEN 19594 2 09 Dec 16 SANDY LEE 199111212 Dec Spring Summer 2008 STISETSWeb AL Process Timeline This report is used to determine where students are in their processes The report will count down the number of days and n
34. AL Index A About Child Count 84 About STISETS Web 1 About Utility Desktop 38 Accessing the Program via the Web 3 Alert Output 12 Alert Subscriptions Teachers 10 Alert Templates Administrators and Managers 67 Assessment Setup 46 B Basic Tab 14 Billing Providers 104 Building Reports in SETS Query 76 C Caseload Assignment 55 Change Case Manager 23 Child Count Desktop 84 Child Count Error Report 84 Code Desktop 41 Completing Forms 32 Create Student Folder 54 Critical Student Information 63 D Delete a Student 60 Desktop Overview 5 Diagnosis Type Codes 42 District Codes amp State Codes 41 Documents 32 E Edit Permissions 51 Edit Student s Snap Shot 89 Editing Child Count 89 Spring Summer 2008 STISETSWeb AL STI_0616081542 Effective Permissions 51 Employees 38 Entering Service Tasks 100 Error Codes 86 Exit Archive Students 61 Exporting Child Count 87 G Gifted Tab in Student Folder 21 Groups 46 H How STISETSWeb Works 1 Introduction 1 L Location Type Codes 42 Logging In 3 Lookup 6 Mass assign 60 Medicaid Desktop 92 Medicaid Reports 104 Menu Tree 8 O Opening Screen 4 Other Tab in Student Folder 18 P Predefined User Groups List 47 Preschool Tab in Student Folder 20 Procedure Type Cross Reference 44 Procedure Types 43 Process Desktop 53 Process Manager 24 Process Timeline 83 Progress Periods 64 R Record of Access 6 Relationship 5 Report Desktop 69
35. ARLES RAY OHI 03 79 40 of the day Building Reports in SETS Query The following sections provide systematic examples of how to build reports with SETS Query The same basic procedures are used for building all reports with this feature The differences in these reports are the format and data elements selected All queried reports using the HTM format are active reports meaning the user may click on a student s name in the report preview to go directly to that student s folder The option to designate reports as Public or Private may be used when reports are saved for future use The designation of Public allows anyone with access to SETS Query to run the report The designation of Private allows only the creator of the report to run it Sample SETS Query Reports Report of Students Pursuing the Alabama High School Diploma by Grade The following example demonstrates the process of creating a report listing all students pursuing the Alabama High School Diploma in which students are listed alphabetically by Grade Level Race Exit Reason Date of Exit and Exceptionality e Step 1 Select SETS Query from the Reports Desktop e Step 2 If appropriate click the down arrow to select a school For this example leave the selection at All Schools e Step 3 Enter a report title For this title enter Students Pursuing the Alabama High School Diploma by Grade e Step 4 In the column labeled Student check the followin
36. Address City Administrator ZIP Code Phone Humber Po School Security User Hame Password Security Group Administrators e Click Caseload to view the Caseload assignment for the selected employee Code Desktop The Code Desktop houses all the codes used in the software 1 e all codes displayed in drop down or pick lists throughout the program District Codes amp State Codes To access this menu option click the plus sign beside Code Desktop and then select District Codes Categories Codes for Selected Category Hame Description Hame Description Charlnstrument Charlnstrument I Charsubscale Charsubscale F GATES F GATES Eligibility Sssessment Eligibility 4 e ment HI GES HI GES Exceptionality Exceptionality 01 OTHER 01 OTHER ExitReason Exit Reasons Fy REMZULLI Ry REMZULLI Gender Gender TABS TABS e Most codes cannot be edited because they are defined by the State Currently the only code files under State and District codes that may be edited are o Automatic Test Administered o Charlninstrument o CharSubscale o Eligibility Name of Assessment o Staff Type o Language used in the Folder and various forms o Perfindicators Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 41 o Staff Student Relationship used in Caseload Assignment o Test Names e To add or make changes to these code files highlight the code category on the left side of the screen
37. CHOOL New First Name DORIS New Last Name DAY New Social Security Number 210 11 1111 New Phone Number 1851 New Date of Birth 1211211996 12 00 00 AM 12 12 1996 Current Gender New Gender Current Ethnicity New Ethnicity W White non Hispanic This utility may be used to change a student s existing Student Number in STISETSWeb to match that in STIOffice and District Workstation Student Numbers are entered as a numeric combination no alphabetical or special characters are permitted These data elements may be changed Student Number School First Name Last Name Social Security Number Phone Number Date of Birth Gender and Ethnicity Support Note Student numbers or any demographic information that does not match what is in STIOffice or District Workstation prevents STIOffice Integration from writing back Special Education Information to STIOffice Progress Periods Before the Progress Report feature is used Progress Periods must be set up and maintained Progress period templates may be created to accommodate multiple Progress Reporting periods within a district Progress period templates may be set up for a group of schools and or for a group of grades within a school or district Note If all schools and grades in the district report progress for the same progress periods only one Progress Period Template will be created each school year 64 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Progres
38. Create the student folder Click on the Edit Student s Snap Shot button The screen will display with a message as shown in the above screen shot Click OK The data entered in the student s folder when created will be added to the Snapshot Spring Summer 2008 STISETSWeb AL Child Count Verification Report Click this link to create a Child Count Verification audit report A PDF version of this report will be displayed The report may be saved locally by clicking on the disk icon in the menu bar at the top of the screen Spring Summer 2008 STISETSWeb AL STI_0616081542 Child Count Desktop e 91 Medicaid Desktop Setting up the Medicaid Feature 92 e Medicaid Desktop The first step in implementing the Medicaid Direct Service billing program is to identify those individuals who are eligible to participate In order to be eligible system employees must meet the licensure credentialing requirements as defined in the Alabama Medicaid Provider Manual Please refer to program documentation for further details The user should enter all eligible services offered by each applicable provider If any of these providers have not yet been entered as employees in STISETS Web these records must be created in the program before proceeding Creating Employee Records Follow these steps to enter employees who are not yet in STISETS Web into the system e Goto Utilities Desktop Employees e Click on Insert and enter all applicable emplo
39. D 1 222332444 BRUNNER MARK WHITE BB 0 239000000 APPLEGATE CHRISTINA WHITE 8 ED 1 e Step 11 Click Run The report results should look similar to the screen shown below SHUM Last Name t Ave Grade Primary EXC Code AlabamaHighSchoolDiploma Name Group 13433 FO ER IADENCE THE r ET 11333 BRUNNER LLAREMCE WATE i EL First Ethnic SHUM Last Name Grade Primary EXC Code AlabamahighSchoolDiploma Name Group WHITE e Step 12 To save the report for future use click the Save button Enter a name for the report and click OK Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 77 Report of Students with Blank Exceptionality Codes The following example demonstrates the process of creating a report that lists all students in alphabetical order who have blank LRE s or Exceptionality Codes This report would be helpful for correcting Child Count Errors By selecting the HTM format the user would be able to click on a student s name and go directly to the student s folder to edit the LRE or Exceptionality 78 e Utility Desktop STI_0616081542 Step 1 From the Reports Desktop select Sets Query Step 2 If appropriate click the down arrow to select a school For this example leave the selection at All Schools Step 3 Enter a Report Title For this example enter Students with Blank Exceptionality Codes Step 4 In the column labeled Student check the following data elements in this order SNU
40. Date 01 30 2007 IEP Begin Date IEP End Date Goal 081 0 2006 08 9 2007 Comparing rational numbers Progress Period Alabama K 12 School Locked fa Begin Date 01 31 2007 End Date 03 13 2007 IEP Begin Date IEP End Date Goal 4 Progress Extent Progress Extent Progress Extent Progress Extent Progress Extent School Name SIS Status ALABAMA K 12 SCHOOL 123 ACTIVE Age Grade 15 6 Gender Race M Ww Student Progress Services x sin res m2 Comments Comments Comments Comments Comments v b AO toca intranet e Click in the blank gray area next to a goal under the Progress column A drop list will appear Use this drop list to select the student s progress BOND JAMES Selected Student Student Name BOND JAMES Special Education Status Active Friday February 21 1992 Homeroom Entry Withdrawal Date 501 ENT 741 2005 FWD Exceptionality LEA DO Ti Student ID 820000000 Date of Birth Record of Access Student Progress Progress Period Alabama K 1 Schnoll ocked si Begin Date 08 1 4 2006 End Date 09 25 2006 IEP Begin Date IEP End Date Goal 08 10 2006 08 9 2007 Progress Period Alabama K 12 School Locked fs Begin Date 09 26 2006 End Date 11 6 2006 IEP Begin Date IEP End Date Goal 084 0 2006 08 9 2007 Comparing rational numbers Progrece Period Alabaam K 12 Schol Locked E Begin Date 11 7 2006 End Date 12 18 2006 Progr
41. Days Before Days After 0 Record wii be Added Alert Output Alerts will display on a grid under the menu tree The user will be able to expand or collapse the Alerts grid for ease of use New Alerts Date Message _ 10 9 2005 Student s Annual Child Count Desktop Review is Due MAYA Medicaid Desktop ANGELOU Sis Desktop 5 20 2006 Student s Annual Review is Due BERNICE JERNIGAN 3 26 2006 Student s Annual Review is Due CLARENCE BRUNNER e New Alerts Once alerts have been set up via the Alert Template and or Alert Subscriptions users will see the New Alerts grid display under the menu tree e View Alerts Double click on a student to view that student s alert s The View Alert screen with display E View Alert Web Page Dialog View Alert Student Hame CLARENCE BRUNNER Alert Message Studentia Annual Rewiew i Due Record Will be Changed e Acknowledge Alert This checkbox allows users to acknowledge alerts in the New Alerts box By checking this box for the student s Alert Message the alert will then move to the Old Alerts area and no longer display under New Alerts e Old Alerts Alerts will display here after they have been acknowledged until the delete date The delete date is determined on 12 e Menu Tree STI_0616081542 Spring Summer 2008 STISETSWeb AL each Alert when it is set up Days before and days after will determine how long the Alert will display New Alerts
42. In the Medicaid Desktop the user will find the Service Log Billing Providers Medicaid Reports and Screening Evaluations Service tasks will be entered using the Service Log menu or the Screening Evaluations menu e dl E WIE max System Administrator STI COUNTY SCHOOLS Logout User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Utilitie Desktop Report Desktop Child Count Desktop Medicaid Desktop Service Log Billing Providers Medicaid Reports screening Evaluations Fa Cio Mecltan i Service Log This area is used to enter Service Tasks on Services that are in the student s IEP The Service Log screen provides several options to search for students for whom Service Tasks are to be entered In the screen shot below the search is on the Service Type of Speech Therapy All students last names starting with B who have that Service Type are displayed in the list in the middle of the screen Other search options are e School Narrow the search by using the drop down list to select one or more schools in which to search e Service Type This is a list of all of the service types listed in the IEP To enter service tasks for one type of service make selections from this list e Grade Use this search parameter to enter service tasks for students in a specific grade level e Student Number Use this field to search for a student by Student Number e Last Name Search for a student
43. M Last Name and First Name The order in which data elements are selected 1s the order in which these elements print on the report Step 5 In the Folder column check EXC Code Primary Step 6 Click on the text labeled EXC Code Primary This displays a new Web Page Dialog box Step 7 From the left box highlight Empty Step 8 Click OK Step 9 Click Run The report should look similar to the sample report shown below Step 10 From the preview of this report double click on any student s name to display the student s folder The user may edit the Exceptionality in the folder for any all students in this report The same procedure may be run on Blank LRE s Most Recent Date Enrolled etc SHUM Last Name First Name Primary EXC Code 811111111 GUMP FOREST 425000000 CLOONEY ROSEMARY 5 330000000 BUSH 211000000 BULLOCK SANDRA GEORGE 141000000 BUCKLEY TOMMIE 323111111 DOLE ELIZABETH 551000000 CARSON JOHNNY OPRAH 5 g 13 E 5 iz lt J E Spring Summer 2008 STISETSWeb AL Report of Students Needing Accommodations for Stanford Achievement Test To generate this report SETS Query Report Title Spring Summer 2008 STISETSWeb AL Step 1 From the Reports Desktop select Sets Query Step 2 If appropriate click the down arrow to select a single school For this example leave the selection at All Schools Step 3 Enter a report title For t
44. Old Alerts DeleteDate Message 29412008 Studentii Annual Review is Due JENNIFER ARNOLD Spring Summer 2008 STISETSWeb AL STI_0616081542 Menu Tree e 13 Student Desktop Student Folder The student folder houses dates to be monitored for compliance Many of these fields will auto populate from forms that are completed in a process Student Folder Student Folder Edit Students Snap Shot Child Count Verification Report Basic Preschool Four tabs are provided for viewing data in the student folder e Basic e Other e Preschool e Gifted Saving Folder Information Click the OK button or press the F 0 key on the keyboard to save information changed within any folder tab Note It is not necessary to save folder information before going to another tab within the folder Basic Tab Click this tab to display student information pertaining to e Special Education Status e Teacher Exceptionality LRE Information e Misc Form Information e Screening Information Special Education Status Special Education Status Status Date Exited from Special Education Exited from Special Ed Program Archive Date Archive Reason e Special Education Status Click the drop down arrow to select a status of Active Archived Exited Inactive Not Eligible Parent Waived FAPE or Referred Remember that the highlighted option will be selected o Active refers to all students currently receiving Special Education Services
45. Ps as well as Re Evaluation reports to determine continued eligibility Additionally the STISets Query tool is available for custom reporting The Query tool may be used to filter by Student Folder and Form Information Reporting includes both school and district wide listings State Child Count reporting features are also included This user manual describes the basic features and processes of STISETSWeb Users are also advised to consult the STISETSWeb Quick Reference Guide available on the Documentation page of the Support Web site at http support sti k12 com documentation default asp login and password required for access How STISETSWeb Works Since STISETSWeb is a Web based application users at both the school and district levels will access the program via an Internet connection STIDistrict Sets and the local school installations of STISets Win are no longer used Those districts using STIHealth should continue to enter medical related concerns in that program The Internet will be used to connect users to their various STISETSWeb application servers No data is stored on the STISETSWeb server All districts that run STISETSWeb use a service called STIOffice Integration This service is the driving force between STIOffice and STISETS Web STIOffice Integration writes attendance and discipline information from STIOffice to the SQL server Additionally STIOffice Integration writes Status LRE Exceptionality and Date Enrolled i
46. Spring Summer 2008 STISETSWeb AL Information in this document is subject to change without notice Student and school data used herein are fictitious unless otherwise noted The contents of this document are the property of STI This information is intended for users of the STI suite of products only Reproduction or redistribution of these materials to anyone other than STI customers or users of STI Software 1s prohibited without prior written consent from STI 2003 2008 Software Technology Inc All rights reserved Microsoft Windows Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and other countries Other product and company names herein may be the trademarks of their respective owners Software Technology Inc USA Technology and Research Park 307 University Boulevard North Bldg IV Suite 400 Mobile AL 36688 800 844 0884 This document was last modified on June 16 2008 Any subsequent changes made to the STI applications described herein will be discussed in the release notes that accompany each product s update Contents Introduction 1 ABOUT LSE PS W ED aida tabla dlls 1 HOW S LESE TS Web W OPK S usted 1 DY SiC MRE Ic MCS O PRI A E N E R 2 Logging In 3 Accessino the Prora Vid NE We Drass anap dice E EEEa ES 3 PP OAE A EE EA 4 User Desktop 5 Desitop VSL VW aaa lo 5 REAGONI Dae o O 5 StudentintormatOl inicia aaa 6 A earn creer chan ca
47. a fields populate from STIDistrict unless otherwise noted e Student Name e Student Pictures If the school does not use pictures this area will display as a large X e Student ID e School Name and Code e SIS Student Information System Status The student s status in STIOffice and District If a student is marked Inactive or Withdrawn in STIOffice the SIS status will be Inactive e Special Education Status The status of the student within STISETSWeb This is set within the student folder in STISETS Web e Date of Birth e Age e Grade e Home Room Number e Entry Withdrawal Date e Gender e Race e Exceptionality From the student folder within STISETS Web e LEA Number Lookup The Lookup button provides quick access to the User Desktop from anywhere in the program This allows the user to view or work with another student in the caseload Record of Access The Record of Access link is located at the middle of the screen between the selected student area and the User Desktop area Simply click on this link to view and add entries to the electronic record of access The user may print the record of access here or from the Reports Desktop STISETS Web 1s designed to enter 6 e User Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL automatic entries for anyone who selects the student and is not the Case Manager or Gifted teacher for a child Student Progress This link is located under the student demographi
48. ad the PDF format must be installed on the workstation Print Process Opens a screen allowing the user to print all or part of the forms in a process To print multiple forms select the first form and then press the Ctrl key on the keyboard Hold this key down and select each additional form to be printed Edit Menu 26 e Student Desktop STI_0616081542 Check Spelling Select this option or press the F7 key for spell checking Check Spelling can be performed in all multi line text boxes Show Form Indicators Allows users who have visual impairments to view the status of each form in a process View Audit Trail This feature allows access to the edited amended versions of a form by date Exit Form Allows user to exit the form This will display a blank screen Add Form As forms are needed throughout a process they may be added by selecting the Edit menu and then choosing the Add Form option A list of the forms in the process will be displayed Remove Form Allows user to delete the highlighted form if it is not a required form in the process Move Form Allows the user to move a form from an incorrect process to the correct process This can only be done 1f the form resides 1n both processes To move the form perform the following steps o First add the correct process for the student o Next open up the incorrect process and select the form to be moved Spring Summer 2008 STISETSWeb AL o Go to Edit and select
49. and Modifying Employee Information oooooonnnnnnnncnnnnnnnnnnnnnnnonnnnanannnnnnnnss 38 Code DCS OD ead scamasainenataasteca E E 41 Distric Codes State OS reina 41 Location TP C Odes seprono 42 Dias osis Type Codos iio oda 42 Service Py pe CO aisla 43 Procedure AA nn EN pene ctatines 43 Procedure Type Cross Reference si ls 44 Service FREQUENCY PES ans 44 Service Type Cross INCLEL CICS icles Uisty a dele aN rates 45 IASSESSMENL S UD eaa a T A A A A 46 SECU y DESKU aie a oa cdo de a ee ot cd do de e does 46 A A O II en EN E 46 Predetimed User Groups Lita rol 4 USCIS MiS is 48 A A a a a a a 51 O A alec yanks 51 Process DES ice 53 Create dentro ao 54 Caseload Assia ment lo netsh a E E 55 DY A A BINS E E E E A A E E E ak E E E A E NEE T 56 Student Maitena ar a e a 60 Dekteastude N eoue E A E A E Oe lar 60 E Moona n A E E E tia E a 60 Ex Ateneo SENS ee laa 61 NV PRC TVS A ca oi al lense NA 63 Critical student Into rmac iela 63 Proc re sS PEO a e 64 Alert Templates Administrators and Managers occccccncnnncccnnnonnnnnonnnnnonnnnnnnnnnnnnnnnnss 67 SUPPLE men Ca NA A orcs teases cant veces Ree eee a alah ah teal coats ial at cola eta 69 Report Des Pri o ta 69 REPON Sa A A A E A O 69 SETS Query amp SETS Query Caselodd msnnen a ci 71 Building Reports In SETS Query a ei 76 sample SETS OUT Y REPONS marisae a a o O OO 76 Process Time Inorena a T 83 Child Count Desktop 84 DOME Child Count arnore tad 84 CHld Count Error REPOT a 84 E
50. arding Special Education Services IEP Process IEP Process Student Assessment Observation Observation Access To IEP Documentation Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 53 Create Student Folder Creation of a student folder is the first step to working with the Special Education student in STISETSWeb As forms are completed in the program the dates are written to the folder The purpose of the folder is to house the most current information on Special Education students Reporting is also generated from the information in the Student Folder Create Student Folder Search Criteria Num ber L __ Assign Case Manager System Administrator Search First Name Creating a Student Folder Select Utilities Desktop Create Student Folder When searching for students the search screen will display only those students who have no student folder created This search is on students who have been enrolled in the school system and have been uploaded to the district database e Assign Case Manager By default the person logged in is assigned as the Case Manager To change the case Manager follow these steps o To change the default click in the Assign Case Manager field and the blue plus icon will appear near the upper left corner of the Case Manager field Click on the blue plus sign o On the search screen enter the employee s name and click Search o Highlight the
51. ate Office ee settings Reports Integration O SIS Integration scheduled Time C reate Gen Ed Caseload 12 00 AM Synchronize Now Miscellaneous Settings Show Student SSN Inactivity Timeout Enable Medicaid Communication E O Child Count Date 1001 2007 Take Snap Shot Delete Snap Shot Save Settings e SIS Integration This checkmark allows the STISETSWeb student demographic data to be updated on a regular basis from the SQL database e Scheduled Time The administrator may set a scheduled time each day to synchronize the data for the students in STISETSWeb to have their STIOffice demographic data updated o The user should enter the time as HH MM A M or P M o For example If 1 30 A M is entered this will indicate that every morning at 1 30 A M the system will refresh the Special Education student information with the latest changes that occur in STIOffice in correspondence with STIDistrict Note The time entered here must be a time AFTER which the STIDistrict daisi import uploads are complete e Create Gen Ed Caseload Check this box to add all General Education teachers to the STISETSWeb program General Education teachers should be added if they are to have access to STISETS Web specifically to Forms for all students who are on those teachers class rosters The list of teachers 1s pulled from STIOffice STIDistrict After the teachers are imported into STISETSWeb rights should be assi
52. ated Services Remaining Service Types Current Service Types Hearing Assessment Spring Summer 2008 STISETSWeb AL Description Hearing Assessment Health Aide Services Intake evaluation Medical Services for evaluation purposes only Occupational Therapy Orientation and Mobility Services Parent Counseling and Training Physical Therapy Psychological Services Recreation Rehabilitation Counseling Services School Health Services Social Work Intake evaluation Medical Services for evaluation purposes only Occupational Therapy Orientation and Mobility Services Parent Counseling and Training Physical Therapy Psychological Services Rehabilitation Counseling Services School Health Services Social Work e Add will add a service type by highlighting the service on the left side of the screen and then clicking the add button this will then move it to the right side of the screen e Remove will remove a service type by highlighting it on the right side of the screen then clicking the remove button This will then move it to the left side of the screen STI_0616081542 Utility Desktop e 45 Assessment Setup In this screen the user may add edit assessment codes for eligibility forms Areas of Assessment Assessment Type Information Assessment Test Information Description Description Achievement A Kaufman Test of Educational Achievement KTEA NU Adaptive Behavior Tests KeyMath R Anecdotal R
53. ated with that process will display in the box on the right side of the screen Min Max Sequence and Days are also displayed in the right side of the screen e Min The minimal number of times this form must appear within this process If zero Q is displayed the form is optional If a one 1 is displayed the form is required for the process e Max The maximum number of times a form may appear within a process If a one 1 is displayed then only one instance of the form can be in the process If 99 is displayed then multiple instance of the form can be added e Sequence The order in which the forms are listed within the Process e Days The maximum number of days for which a process can be open If this field is blank the process has no expiration date When the process is selected on the left then the forms within the process are displayed on the right side this is view only k rocesses Forms in Selected Process lame Pub Description Description Min Max Sequence Days Behavioral Inter Plan 7 Behavioral Interv Plan Doc Motice Of Proposed Meeting Doc Sp Ed Rights B Under The Individuals With ECEC Environmental Cultural andor Disabilities Education Act Economic Concerns IEP Profile Page Gitted Record of Gifted Record of Access IEP Transition Page Access IEP Annual Goals Gifted Referral Gitted Referral through GEP through EP Process Hearing Screening Hearing Screening IEP Signature Page Notice Of Intent Reg
54. c information for the selected student and to the right of the Record of Access link This is how a teacher would access student progress Administrators can access student progress here or under student desktop Refer to student desktop for more information on entering student progress Services The Services link provided to the right of the Student Progress link allows the user to view services provided for the selected student Services are entered on the IEP goal page Spring Summer 2008 STISETSWeb AL STI_0616081542 User Desktop e 7 Menu Tree Selecting a Student When the program is opened the student demographic section of the screen will not be populated with data until a specific student is selected Once a student has been selected the student s information will be displayed at the top of the screen A student may be selected in one of three ways e In the opening screen the User Desktop that houses the teacher s caseload is displayed To begin work immediately on student forms double click on any student s name This will bring up the selected student s Process Manager which provides immediate access to student processes and forms e A second way to locate a caseload student is to click the Lookup button on the Selected Student area of the screen This will re display the list of students on the User Desktop e Another method of selecting a student is to use the Select a Student link on the left side of the sc
55. chers load and run the query they will see a list of the students assigned to them in the report New Select this option to clear all fields preparing the screen for a new report There are three headings that contain a myriad of text fields and drop down boxes that may be selected to create a report Field Options for Reporting in SETS Query Spring Summer 2008 STISETSWeb AL Student Fields Enter data in the desired text fields to include information pertaining to the student fields in the report Select the checkbox to include this information in the report After selecting a checkbox the user may filter even further by clicking on the text next to the checkbox This displays a Web Page Dialog box that may be used to filter specific fields included in the selected textbox Folder Fields Enter data in the desired text fields to include information pertaining to the Special Ed Folder fields in the report Select the checkbox to include this information in the report After selecting a checkbox the user may filter even further by clicking on the text next to the checkbox This displays a Web Page Dialog box that may be used to filter specific fields included in the selected textbox Form Fields Enter data in the desired text fields to include information pertaining to the Form fields in the report Select the checkbox to include this information in the report After selecting a checkbox the user may filter even further by clicking o
56. chools to which they have been assigned e Report Title Enter a custom report title in the space provided SETS Query Totals Only F Active Referred Only L Archived Student older SNUM u ALABAMA K 12 SCHOOL Lname a DeafblindRegistry A LRE Name E SecondaryLRE MostRecentDateEnrolled Results Top 5 Results Max Last NamejFirst NamelSHUM__ LRE_Name GUMP FOREST 811111111 ANGELOU Man 410000000 02 99 80 of the day Inside the Gen Ed Environment LOIS 413000000 04 Less than 40 of the day Inside the Gen Ed Environment CLOONEY ROSEMARY 425000000 Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 71 e Xml Htm Txt Choose the format in which the report will be generated o Xml Used primarily for trouble shooting purposes lt xml version 1 0 encoding utf 8 gt lt students gt lt columns gt lt column name SNUM heading SNUM gt column name Lname heading Last Name gt lt column name Fname heading First Name gt lt column name EXC Code heading EXC Code gt lt column name LRE Name headiniy LRE Name gt o Htm This is the default format used for active reports When student information is displayed in the report preview screen the user may double click on a student to bring up the student s folder for editing or viewing NUM LastHame Primary EXC Code LRE Name Name 04 Less than 40 of the day Inside
57. ck in the drop down box to enter the Service Frequency Type e Enter the Amount of Time for the service minutes e Enter the Beginning Date and Ending Date for the service e Click in the drop down box to enter the Location of the service If the location is not available in the list an administrator may add it under Utilities Code Desktop e Click in the text box to enter the Service Details e Click OK to save the entries e If the student has more than one service repeat the steps above Note When a service is inserted for one goal in a process it will display for any other goal in that same process This simplifies data when the service in question 1s needed for other goals The user may simply click the Attach Detach button in the service that was already created for the first Goal See screen shot below 98 e Medicaid Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Student Services Do NOT enter speech or language services here for students whose Area of Disability is Speech and Language Impairment as documented on the most recent Notice and Eligibility Decision Regarding Special Education Services For these students enter speech or language services in the Special Education section Service Type Begin End Date Frequency Closed Attached to Attach Detach Description Date Goal IE Speech Language Eia 02 02 2008 Weekly a a WET attachDetach a Em SFEnTICES Using Medicaid Desktop and Service Task Entry
58. contact d at 1 Name Telephone d Signature of Education Agency Official Enclosure Special Education Right PARENT STUDENT Please check ome of the following boxes sign date and reium this form to d before 04 01 2008 O I WILL BE ABLE TO MEET WITH YOU Student Services Screen Student services may be entered on the Goal page of the IEP form When the user clicks on the link for Student Services the screen shown below will display Each category at the top of the screen is a tab from which data may be entered or viewed Data may be entered in all tabs except the Screening Evaluations tab which is used for Medicaid billable claims Screening and Evaluations become Medicaid billable when an IEP is in place for the student Click on the Screening Evaluations tab to attach a screening or evaluation to this IEP After the claim is attached to the IEP it will be billable Screenings and Evaluation tasks are entered in a specific menu item e This screen was designed so the service for a student only has to be entered one time for this process A service may be Attached Detached to more than one goal if it applies e To attach a service to another goal just open the goal form and click on the Service link on the form The previously entered service on the screen will be displayed Select the service and click on the Attach Detach button Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 29 Student Services A S
59. d 12 SCHOOL Environment 800000000 JAMES BOND CASE MANAGER i ALABAMA K 02 21 1995 12 SCHOOL 511111111 Karen Speech Therapist i ALABAMA K 11 24 1992 Carpenter 12 SCHOOL Status MN Fores J Pos roza Relationship A user s caseload is set up based on the relationship that user has to a student For example If the user is a student s Case Manager the designation Case Manager will appear in the Relationship column for that student Additional relationships may be defined by an Administrator or Manager in the Utility Desktop Relationships may be assigned from the Caseload Assignment option outlined in the Utility Desktop Note Students will only have one case manager but they may have as many other teachers as needed assigned through Caseload Assignment Spring Summer 2008 STISETSWeb AL STI_0616081542 User Desktop e 5 Student Information Student demographic information Name Number School Name SIS Status Date of Birth Age Grade Home Room Entry Withdrawal Date Gender and Race 1s owned by STIOffice This data is not editable within STISETS Web It must be modified in the STIOffice All entered data will then be uploaded to STIDistrict STISETS Web data is housed in the same database as STIDistrict Note This information will not be displayed until a specific student is selected When a student is selected the following data fields will pre populate the student s folder All of these dat
60. de Student Name Sort by School Name Grade Student Name L Date of Birth gt Date of Enrollment 0 1 126 0 24 Entry Date Withdrawal 91151955 Secondary LRE Referral Date 1010 2004 P a o Entry Date Withdrawal Date secondary LRE Referral Date 1010 2004 P q o Entry Date Withdrawal 41121953 Secondary LRE e X Error for the designated code field e W Warning for the designated code field Q Duplicate 55M R Invalid Name 5 Invalid LEP Zi Invalid SSN 2 Invalid Student Id fo Active and Withdrawn Capture Date 102007 School Number 123 150 132 Status Date ACTIVE Date Of Eligibility 10102005 IEP in Place on Third Birthday Ha re 3 Status ACTIVE Date Of Eligibility 0 7112008 IEF in Place on Third Birthday Wes Cr 3 Status Date ACTIVE Date Of Eligibility Note A warning W will NOT prevent a child from being included in Child Count but an error X WILL exclude a child All errors must be corrected for students to be included in the Child Count file STI_0616081542 Child Count Desktop e 85 Error Codes Error codes that may be generated are defined as follows A Invalid Exceptionality Occurs when the Exceptionality that is selected is age specific and no longer applies to the student s current age e g when a child is marked as Developmental Delay and is over the age of 8 This error will also occur if the Exceptionality code
61. developed and implemented after 3rd Birthday Select days from pick list 20 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL e El Source Select from pick list e Family Source Select from pick list e LEA Source Select from pick list Gifted Tab in Student Folder This section allows users to track information pertaining to students who have been referred for consideration into the gifted program or who are receiving gifted services Fields are manually entered or auto populate from the completed Eligibility form Form Information Preschool fee Form Information Gifted Referral Status Other Gifted Consent Denied Gifted Team Decision To Parent Gifted Participation Status Other Gifted Referral Date Gifted Referral Source AA 10 10 2099 2ND GRADE CHILD FIND Gifted Passed Screening Gifted Eligible Gifted Eligibility Date GEP From Date GEP To Date Tracking log Comments 10 09 2006 e Gifted Referral Status Users may manually select one of seven options from the drop down box based on the student s Referral Status o Other o Process Complete Sent o Ready for Screening Eligibility o Waiting for BRS or Products o Waiting for Consent o Waiting for Test o Waiting for Vision amp Hearing e Gifted Consent Denied Check this box to indicate that parental consent for Gifted Services has been denied This field will auto populate from the completed gifted Eligibility Referral forms
62. different reports are selected from the list of reports o Some reports have a Show Common Filter button that when clicked will offer additional filtering by Status Race Gender Exceptionality LRE Age and Grade e Output Format may be used to open the report in other formats Adobe Reader which creates the report in PDF format is chosen by default o PDF brings up Acrobat Reader o RTF brings up Microsoft Word o XLS brings up Excel Spreadsheet e Click Print to preview the report Report Desktop Report Name Activity Log Annual Goals Progress Report Eligibility Report All Students Eligibility Report by Eligibility Date All Students Eligibility Report Overdue Eligibility IEP Report General Student Listing 01 100 80 of the day _ Gifted Teacher Class Roster 03 79 40 of the day Ir Gifted Tracking Log 04 Less than 40 of the 1 IEP Report by IEP End Date 05 Private School Parenti Incomplete Annual Goal Progress Data 06 Separate School ublic LRE by Student Name 07 Separate SchoobPriva IE mi 03 Homebound Mailing Labels 05 Hozpital ho Non Participation of Students on Statewide Assessments Number of Students Evaluated and Eligible Output Format Within 60 Days Preschool Tracking Log Processes and Forms Not Marked Complete Record of Access for current student Special Education and Related Services Student Contact Listing el STI_0616081542 Spring Summer 2008 STISETSWeb AL SETS Query amp SETS Q
63. e AEEAHAMLNCON T Date this report was given or sent to parent student age 19 Check One Mnitial Eligibility Reevaluation ccommodat Vision Screening Hearing Screening 28 e Student Desktop Date Result Date Result Click Here for Areas of Assessment Final Completion Date of ALL Evaluations SLD ONLY SECTION Complete the following T Areas of Assessment Webpage Dialog Areas of Assessment Assessment Date Score Other Entered Scores Achievement Wechsler Individual Achievement Test Second Edition 04 01 2008 65 WIAT H e Below is ascreen shot sample of the PDF form e To print the form click on the printer icon in the upper left corner of the menu e To save the form click on the disk icon in the upper left menu Saved forms or reports may be e mailed as attachments STI_0616081542 Spring Summer 2008 STISETSWeb AL http setswebtest SE1TS FormView FormPrintPreview aspx F orminstancelD 1232 Wi El Il l LJCA Emu GOURD HL ALABAMA ke l OCHL Faga 1 Of i NOTICE OF PROPOSED MEETINGCONSENT FOR AGENCY PARTICIPATION STUDENT S MAME ABRAHAM LINCOLN DATE 04 0 1 2008 TIME 10 00 AM LOCATION High Schoo The purpose of this meeting is to The following people will be invited to meet with us Local Education Agency Representative Discuss The Need For Additional Data Collection Someone Who Can Interpret The Instruction Determine Initial Or Continued Eligibility Implications Of The Evalua
64. e Menu item or School e User User whose permissions are to be viewed Click in the User box and a blue plus sign will appear Click on this plus sign to search for the user e View After the user is selected click on the View button The screen below will display showing the Menu Items to which this employee has access along with the type of access the items Effective Permissions Search Criteria Object Types User CE Gail Comins Menu Item Full_Control Alert Subscriptions Alert Templates Archive Students Assessment Setup Attendance Billing Providers Caseload Assignment Change Case Manager Edit Permissions Object Types Groups Load Taye Form Administrators This is a tool for locking down and editing permissions for entire groups of users This will allow the System Administrator to edit the permissions of a particular group more precisely Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 51 Modifying an Employee s Effective Permissions Select one of three classifications from the Object Type drop down box o Form Type This shows access rights to forms for the selected user o Menu ltem This shows menu option rights for the selected user o School This shows the schools to which the user has access Continue by selecting the Group whose permissions are to be edited Groups Group whose permissions are to be viewed or edited After the Object Ty
65. e Gifted Team Decision to Parent Enter date of Gifted Team Decision e Gifted Participation Status Click the down arrow to select a status of Active Inactive or Other This is a manual entry field e Gifted Referral Date This field will auto populate from the completed gifted Eligibility Referral forms or it may be manually entered e Gifted Referral Source This field will auto populate from the completed gifted Eligibility Referral forms Alternately the user may Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 21 select an option from the drop down box Second Grade Child Find Other Parent or Teacher e Gifted Passed Screening This field will auto populate from the completed gifted Eligibility Referral forms or the user may check this box to indicate that the student has passed Gifted Eligibility screening e Gifted Eligible This field will auto populate from the completed gifted Eligibility Referral forms or the user may check this box to indicate that the student is eligible for Gifted Services e Gifted Eligibility Date This field will auto populate from the completed gifted Eligibility Referral forms or the user may enter the start date on which the student became eligible for Gifted Services e GEP from Date This field is populated from the completed Gifted Education Plan form or the user may enter the ending date of the student s Gifted Education Plan here e GEP to Date This fie
66. e category for which the service will be entered In the screen shot sample below the Special Education category has been selected The red diamonds next to fields in this category indicate that data is required in the field before it can be saved Each category has different required fields 30 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Service Properties Special Education IEP Begin Date IEP End Date Service Type Anticipated Frequency Frequency Frequency Type times A Amount of Time Minutes Beginning Date Ending Date MiMWddiyyyy MiMWddA yyy Service Details Record will be Added e IEP Begin Date auto populates from the IEP profile page e IEP End Date auto populates from the IEP profile page e Service Type This is a drop down list that is maintained in a code file Users can add additional codes to this list by going to Utilities Desktop Service Types This field will only be found on the Special Education and Related Services category tab Note Not all services in this list are Medicaid billable Please reference section 103 of the Alabama Medicaid manual to see a list of billable services e Frequency Enter the number of occurrences within a given time e Frequency Type Click the drop down arrow to select whether the service will take place on a weekly monthly daily yearly or Other basis e Amount of Time minutes This is the amount of time each session will last
67. eb Page Dialog Template Properties Alert Reevaluation School Staff Type Special Education Teacher Days Before Days After canos Record wil be Added e Alert Drop down box used to choose the Alert Type Default list of Alert Types o The Alert Description 1s the Alert seen in the drop down box o Time lapse is the time on the Alert before the Days Before or Days After is even entered for the Alert o Date Field Reference indicates the location where the Alert information is retrieved Initial Eligibility 60 days from date Student Folder Notice and Consent for in folder Initial Evaluation Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 67 Reevaluation Same as date in Student Folder Next Eligibility Meeting Due folder By Initial IEP 90 days from date Student Folder Notice and Consent for Initial in folder Evaluation Annual Review Same as date in Student Folder IEP to Date folder IEP Due Date Date in Student Trigger from Next IEP Due Date in student Folder folder Transfer of Rights EMS Student s 18 ue Student Number Send alert when student number in SETS does not match student number in District Triggered by StudentID SNUM not being found in STU file Active Folder and Triggered by SpEdStatus of Active and Inactive SIS Status StudentID SN which starts with Child Count Snap Child Count Send alert for
68. echnology Inc Special Education Tracking System SETS Login User Name BA Password e Enter User Name and Password and click OK e fan incorrect User Name or Password is entered a warning error will appear with the message USER ERROR Invalid user name and or password The system administrator or manager will assign and manage all user names for the district school The administrator may choose to either assign passwords to users or to allow users to create their own passwords This is a district decision By default users with Administrator or Manager rights will manage security for staff members in their schools The version number of the program is listed in the upper right corner of the login window Note Currently Apple machine users will use the Mozilla Firefox Web browser to utilize STISETS Web This free download is available at http www mozilla org Spring Summer 2008 STISETSWeb AL STI_0616081542 Logging In e 3 Opening Screen The opening screen displays menu options based on an employee s level of access to the program The opening screen is divided into three sections SETS min fires max No Student Selected v 2 2 035 Johnny Grillo Selected Student ALABAMA DISTRICT EPS User Desktop Login Info Alert Subscriptions Student Desktop Report Desktop Record of Access Student Progress Services e Help lt F1 gt J Download Adobe Reader User Desktop Caseload Student St
69. ecords NIAT Wechsler Individual Achievement Test Second Edition WIAT I Articulation Evaluation Woodcock Johnson lll Test of Achievement WJ Ill Audiological NRM Woodcock Reading Mastery R Autism Rating Scale Behavior Behavior Rating Scale Clinical Psychological Psychiatric Reports Cognitive Comprehensive Language Assessment Criterion Referenced Tests Curriculum Based Assessments Descrip of Voice Param e Highlight an assessment area type on the left side of the screen to add edit an assessment test e Insert will add an assessment test to the selected assessment area e Change will edit an assessment test selected in the box on the right e Delete will delete an assessment test selected in the box on the right Security Desktop Groups Security roles or groups are defined by the user s level of access to the program This screen allows viewing of Groups Users in the Groups and Group Set Up As a group is highlighted in the left box the users in the selected role are displayed in the right box Five groups have been pre defined within desktop level access USERS WHO ARE NOT ASSIGNED SECURITY ROLES WILL HAVE NO OPTIONS UPON LOGGING INTO THE PROGRAM Description Members Administrators Administator Group General Ed Teachers General Ed Teachers Group User Name Last Name First Name Managers Administators Group jefi JEFFERY Medicaid Medicaid Users Gail Print Principal Principal StateUsers State Users
70. ed by selecting Utility Desktop Security Desktop Users This area of the program is used to create users and assign security roles to them As each user name is highlighted in the box on the left the corresponding 48 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL group s will be displayed on the right REMEMBER The administrator must assign security groups to users in order to allow access to ANY menus in the program Search Criteria Last Name First Name aaa F General Ed Teachers Fi Managers C Medicaid User Last First Teacher School C Statellsers Name Name Name Number Number Johnny Search Teachers Use the Search option to locate any previously created users Type the employees name and click Search If the employee has a User File set up the employee s record will display in the search grid On the right side of the screen are the group s to which the selected employee is assigned This employee is assigned to all groups that are checked An employee may be assigned to more than one group When assigning more than one group keep in mind that the group with the most access to features in the program will be assigned Insert Change Delete Spring Summer 2008 STISETSWeb AL Click Insert to add a new user Click Change to change an existing user s User Name and or Password Click Delete to delete a user STI 0616081542 Utility Desktop e 49 Adding a New User e Click Inser
71. ed by the administrative or managing staff Itis used on occasion when demographic data in STIOffice has been changed and is no longer in synch with the student data in STISETSWeb Please read the warning at the top of this screen before continuing with this feature WARNING e Only authorized users should change Student Number and or School e Verify that the Student Number in STIOffice reflects the correct Student Number and School before changing it in STISETS Web e Modify the Student Number as needed ONLY USE NUMBERS Entering any other value may wipe out all data in the Student Number field e Please contact STI Support at 1 800 844 0884 with any questions regarding the consequences and or the use of this area of the program Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop 63 Critical Student Information WARNING 1 When changing Student Information please make sure you are authorized to do so 2 Make sure the data is correct in STl Office 3 Any changes made may get changed back on Nightly Update 4 lf you are unsure of the consequences and or the use of this Form please contact STI Support Student DORIS DAY Current Student Number 210111111 Current School ALABAMA K 12 SCHOOL Current First Name DORIS Current Last Name DAY Current Social Security Number 210 11 1111 Current Phone Number 639 1851 Current Date of Birth New Student Number 210111111 New School ALABAMA K 12 S
72. ed employees and employees who have not been imported Import a Teacher Search Criteria School All Schools Humber Last Hame First Hame Show All z h earc a Teacher Humber Last Hame First Hame e Click Import to add employees who are listed in the teacher file in the STIOffice program e Search allows selection of an existing employee in the teacher file of the STIOffice program In other words these teachers have already had employee records created o To search for an employee enter the first few letters of the employee s last name and then click Search o Click OK to add the employee file Inserting New Employee Records Insert allows addition of employees who are not listed in the teacher file in the STIOffice program e Click Insert to add a new employee The Edit Employee Information screen will appear e Enter employee information in the fields provided Required fields for new employee records are First Name Last Name unique Teacher Number Employee Type School User Name Password and Security Group Note Make sure the teacher numbers in STISETSWeb match the teacher numbers in STIOffice 40 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL e Click OK to save the record E Edit Employee Information Web Page Dialog Edit Employee Information First Hame Middle Hame Last Hame Teacher Humber Social Sec 7 Date of Birth Patdicioiyy yy Employee Type
73. eminder in the program Transfer of in state j Send an alert when Special Education records Special Education transfer from another LEA successfully or the records attempt was halted e School optional field Allows the user to choose a specific school for this alert to display Note Schools will only show up if the user has rights to the school e Student optional field Allows the user to choose a specific student for this alert to display e Days Before Enter the number of days before the due date at which the alert is to display e Days After Enter the number of days after the due date at which the alert is to display Example A Special Education Teacher may set up a Reevaluation alert for a certain student and or school for 10 days before and 5 days after the due date e Reminders Users may set up reminders under the Alert Subscription area o Reminder Message The message that will display in the Alert area during the time setup for the reminder o Reminder Date Allows the user to choose a specific date for this reminder to display o Days Before Enter the number of days before the due date at which the reminder is to display o Days After How many days after the due date at which the reminder is to display Spring Summer 2008 STISETSWeb AL STI_0616081542 Menu Tree e 11 E Reminder Properties Web Page Dialog Reminder Properties Reminder Message Reminder Date Progress Reports pam 2007
74. ent Properties Date Uploaded File Hame 7 08 2005 Browse summary mm o o Hotes l E Cancel Record WiN be Added Notes may also be entered and saved in the Notes field even without uploading a document 32 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL STIOffice Info Attendance Daily Attendance Type Code 081 4000 DOES 4000 09 07 2000 09411 2000 091 22000 091 3 4000 091 92000 09202000 091 2000 071 2009 As stated in the overview to this manual a variety of non Special Education information is available in STISETSWeb This up to the minute data is drawn from STIDistrict database and may be viewed by clicking the menu under STIOffice Information on the left side of the screen under the Student Desktop menu The following types of data may be viewed in STISETSWeb if entered in STIOffice e Attendance e Discipline e Entry Withdrawal e Schedule e Grades e Guardian Information Bear in mind that all information drawn from STIOffice is read only in STISETS Web Any changes to this data must be made from within the STIOffice application The Enrollment program allows for viewing of real time attendance discipline and entry withdrawal information An upload must occur in order for the remaining pieces of student information to be updated schedule guardian information and grades Period Attendance Excused Unexcused Date Period Type Code Excusedilinexcused mm m m m m m
75. ent screen Student progress may also be entered by expanding the Student Desktop link and clicking Student Progress sETS in roe max BOND JAMES 2 2 005 System Administrator Selected Student ALABAMA DISTRICT Student Name Student ID School Hame SIS Status Lookup Logout BOND JAMES 3800000000 ALABAMA K 12 SCHOOL 123 ACTIVE Special Education Status Date of Birth Age Grade User Desktop Active Friday February 21 1992 15 6 Login Info Home vom Entry Withdi awal Date Gender Race select a Student 501 ENT 711 2005 VWD M wW Student Desktop Exceptionality Student Folder oo Change Case Manager Process Manager Record of Access Student Progress Services x Documents STI Office Info Reports Caseload Student Folder Student Diagnosis Student Services Student Folder Student Progress Utilities Desktop Edit Student s Snap Shct Child Count Verification Report Report Desktop Child Count Desktop 3 Medicaid Desktop Bias Other Preschool Gified Teacher Cxceptionality LRC Information Status Case Manager Gifted Teacher Download Adobe Reader Active GAIL COMINS Bl Help lt F1 gt e A grid with a list of the student s goals and progress periods will display Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 35 8 min res max sy 22 005 System Administrator ALABAMA DISTRICT User Desktop Login Info Select a Student Student Desktop Slude
76. ess Extent Compering rational numbers y School Hame ALABAMA K 12 SCHOOL 123 Age ls Gender M Student Progress Services x Comments Comments e Click in the blank gray area next to the goal under the Extent column and select the extent of the progress from the drop down list STI_0616081542 Spring Summer 2008 STISETSWeb AL e To enter comments click in the gray area under Comments and type the text box Note Progress periods must be set up for the correct academic year as well as for the school or the progress entry screen will not display Progress reports are printed under reports caseload or reports under Report Desktop Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 37 Utility Desktop About Utility Desktop STISETS Web stores all maintenance features in the Utility Desktop Administrators and managers have selective rights to the Utility Desktop This section will provide helpful hints and explain how to use the feature Click the plus sign by the Utilities Desktop from the menu tree on the left to view all the sub menus contained in Utilities Desktop Employees Employees Search Criteria Include Gen Ed Teachers Searching and Modifying Employee Information To access this menu option expand the Utilities Desktop e Select Employees in the Utilities Desktop menu to create records for teachers and other employees involved in Special Educati
77. ethod for recording service progress notes The letters SOAP outline the four parts of documentation o Subjective comment o Objective or goal o Assessment o Plan either Continue Add or Delete e Student Diagnosis The student diagnosis must be entered before the user may enter the Procedure Type Some Procedures require mandated Diagnosis or ICD 9 Codes per the Alabama State Manual and those codes are listed below Only speech therapists occupational therapists and physical therapists will need to choose the diagnosis code All other procedures require mandatory codes as follows Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 101 Service Procedure ICD9 Code ICD9 Description Descriptions Behavioral Health V62 9 Unspecified Psychosocial Counseling Circumstance Developmental Diagnostic V62 9 Unspecified Psychosocial Assessment Circumstance Health Aide Services Aide Services V65 49 Other Specified Counseling Hearing et V72 1 Examination of Ears and Hearing Intake Evaluation V62 9 Unspecified Psychosocial Circumstance Tympanometry Impedance V72 1 Examination of Ears and Testing Hearing Vision Screen V72 0 Examination of Eyes and Vision o To enter the Diagnosis for the student click the Ellipsis button next to Student Diagnosis Type in the Diagnosis name or code and click Search o Select highlight the Diagnosis and click OK e Procedure Type This is a drop down box Choose the Proced
78. g data elements in this order SVUM Last Name First Name Grade and Ethnic Group Race Then click on the text labeled Grade At the next screen select Group Break This will separate each group by grade level Note The order in which data elements are selected is the order in which these elements will print on the report Then click OK e Step 5 In the Folder column check EXC Code Primary e Step 6 In the Forms column click the down arrow to select IEP Transition Page STI_0616081542 Spring Summer 2008 STISETSWeb AL e Step 7 Click the E Ellipsis button e Step 8 Click the down arrow by Field to select AlabamaHighSchoolDiploma e Step 9 In the box at left highlight Equal To e Step 10 In the Filter Value box at right enter 1 the number one On the Transition Page of the IEP diploma choices are checkboxes Note 1 designates that a checkbox is checked ON and a O zero designates a checkbox is unchecked Click OK The screen should look similar to the one below SETS Query O xmi htm txt Run C counts eeer Alsons lema by crade rotaie ony D Z ActiveiReterred Only L Archived Student Folder Forms e ee te A Form tcp Transition ae _Gifted TNUM E Results Top 5 Results Max Last Name First NamejEthnic Group GradejP Primary EXC CodejAlabamaHigh5 choolDiploma MAO a ISNUM L 111666777 ARNOLD HEAD WHITE 7 MR 222111333 BRUNNER CLARENCE WHITE E 222222229BACH JOHAMNN BLACK 7 SL
79. gned to this user group General Education teachers may log into the program using their assigned STIOffice user names appended by their school numbers Keep in mind that adding these teachers to STISETSWeb will also add these teachers names to all staff or 56 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL employee lists in the program Therefore wherever there is a list reports search etc of staff or employees the General Education teachers will populate it e Synchronize Now This button is used to manually synchronize the data immediately rather then waiting until the scheduled one that takes place e Show Student SSN This allows student Social Security Numbers to be hidden or displayed within STISETS Web This will display the SSN in the Student Folder and in the Query e Inactivity Timeout Inactivity logout time may be set here up to 15 minutes After this amount of time has expired with no activity in the program the user will be automatically logged out e Enable Medicaid Communication Check this box to enable Medicaid billing This allows the communication to the Medicaid host server If this box not checked Medicaid billing information cannot be sent e Child Count Date Enter the appropriate Child Count date in this field Click the Save Settings button to save the date in the program This date is also used to determine the group of LRE codes that are displayed for the student in the studen
80. gress Period Template that was created e Click Insert on the right side of the screen under Template Progress Periods See first screen shot this section Progress Period Hame O Begin Date End Date MM sd yryryey MMddd yyy Record will be e Inthe Name field enter a description for the progress period Examples 1 Nine Weeks 2 Nine Weeks Grading Period 1 Grading Period 2 etc 66 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL e Enter the beginning and ending dates for the progress period e The Locked checkbox may be used when the user wishes to lock down the grading period This will secure the progress reporting data This feature may be used to lock all progress reporting periods except the current one to help avoid data entry mistakes e Click OK to save the data entered Alert Templates Administrators and Managers Alert Templates will be set up by Administrators or Managers These templates may be set up for schools and or staff types Note The Alert Subscriptions feature is used by teachers the Alert Template is used by Administrators and Managers When setting up an Alert Template the user may Insert Change or Delete e Insert Creates a new Alert Template e Change Used to change an existing template e Delete Used to delete a template Template Properties This screen will appear if the user chooses to Insert or Change a template E Template Properties W
81. hat is Open The form is in draft status meaning changes are allowed All forms except forms sent home for signature will print with a Draft watermark until the form 1s completed Red Designates a Completed form No changes are allowed except through creating an Amendment White Designates Not Required for Process Completion or not opened STI_0616081542 Student Desktop e 25 Blue Designates Open Amendment This is a previously completed form that was been Amended Purple Designates a form that has been amended and completed again File Menu Save Changes F10 Allows user to save the changes made to the form Reseed Data Allows user to update auto populated data on a form This is primarily student demographic information If this information is changed in STIOffice Reseed Data would be used to populate a saved form with the changes Cancel Changes Allows user to cancel the changes made to a form Complete Form Allows user to mark a form as Complete Required fields must be fully completed before this option is selected User errors will prompt the user to enter data in required fields before completing the form and fields with errors will be highlighted for easy identification No changes will be allowed after this option 1s selected If changes are needed the form will have to be Amended Print to PDF Allows the user to preview a form in PDF format before printing Acrobat Reader or another program that can re
82. his drop list is populated based on the child s age as of the Child Count Date If the early Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 15 childhood Exceptionalities cannot be seen remember that this is based on the child s age e Gifted This box should be checked if the student s Secondary Exceptionality is Gifted The software automatically checks this box if Gifted is the student s Primary Exceptionality e Gifted Teacher Select the Gifted Service Provider by clicking the Ellipsis button to the right of the box Clicking this icon will allow the user to search for a teacher by School Last Name or First Name e Least Restrictive Environment Child Count Field Enter the student s LRE always a 2 digit number If 05 is selected a Secondary LRE will be required Remember that LRE s are based on a child s age at the time of the Child Count Date set in System Files Configuration tab If a record is being entered for a 6 year old and the user can only get LRE s for age 5 change the Child Count Date to the current year This will change the list of LRE codes to the 6 to 21 year old codes e Secondary LRE Enter the student s Secondary LRE in the text box provided As stated above if the LRE Code is 05 a Secondary LRE is required e Primary Language Select the student s primary language from the drop down box e IDEA This field will auto populate upon selection of any Exceptionality o
83. his example enter Students Needing Accommodations for Stanford Achievement Test Step 4 In the column labeled Student check the following data elements in this order SVUM LName FName and Grade The order in which data elements are selected is the order in which these elements print on the report Step 5 In the column labeled Forms click the down arrow to select Student Assessment Step 6 Click the E button Gifted E Casehgr LMame o a _ Gifted TNUM Step 7 Click the down arrow to select AccommodationsForStanford10 Step 8 In the left box highlight Not Empty Click OK Step 9 In the column labeled Forms the next Forms field click the down arrow and select Student Assessment again Step 10 Click the E button Step 11 Click the down arrow and scroll down to select Stanford10SchedTimeMostBeneficial Step 12 In the left box highlight Not Empty Then click OK Step 13 In the Forms column click the down arrow to select Student Assessment Step 14 Click the Es button Step 15 Click the down arrow and scroll down to select Stanford10SettingCarrel STI_0616081542 Utility Desktop e 79 e Step 16 In the left box highlight Not Empty Then click OK e Step 17 Repeat the accommodation selection procedure until all appropriate accommodations have been selected A sample screen with similar selections is shown below Note All reports generated in the HTM format are active reports The use
84. i k12 comi SETS Query Form ttr aspx frmid 1058Fldid 08frmname ALO002et 607 15210 Form Al 0002 Field Heading OOOO Select Properties For Field Filter Value Equal To Not Equal To Less Than Less Than or Equal To Greater Than Greater Than or Equal To Empty Not Empty Contains ls Contained Within Like Sort by this field No Sort Ascending Descending o Form The form number is automatically displayed based on the selection made in the Query screen 74 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL o Field At the top of the screen click the down arrow to select a specific field Every field that 1s on the form selected will display in this list o Heading If the form has more than one field the heading automatically displays for the selected field o Select Properties for Field In the box at the left highlight a desired property o Filter Value Enter a filter value in the right box for the highlighted property o Sort by this Field Select either No Sort Ascending or Descending e After all selections have been made click OK The report may now be run based on the selections made Procedural Hints e Whenever working with a date field in the filters in SETS Query enter the date in this format Year Month Day e When trying to run a query with a date range the dates must be separated with a comma and no space Example To run a query for Next IEP Date bet
85. it date and then click OK Note This will write an Exit or Archive Status Exit or Archive Reason and Exit or Archive Date to the student folder Selected students Case Managers will be set to System Administrator for all students who are archived 62 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Un Archive Students This utility is used to retrieve students who have been Archived Un Archive Students Find Students Grade Case Manager Last Name First Name Alas OO J E Selected Students Special Education Status will be set to Inactive Student Student Name Grade Sex Sn San DOB SpEd Status Case Manager 210111111 DORIS DAY 123 210 171 1111 121121986 Archived System Administrator To Un Archive a student e First locate the student s to Un Archive o Search for the student using any of the following criteria School Grade Case Manager Last Name or First Name o Click in the checkbox next to the student or click in the checkbox to the right of Un archive to select all students To select multiple checkboxes hold down the Shift key on the keyboard while checking each applicable box e After all boxes have been selected click the Un Archive button to the right of the search results list Note This will change the status in the student folder to Inactive The student status can be changed by going to the student folder Critical Student Information This utility should only be us
86. ld is populated from the completed Gifted Education Plan form or it may be manually entered e Tracking log Comments This field is optional and will write to the tracking log report Characteristics Characteristics Subscale A Artistic Instrument e Subscale This field will auto populate from the completed Gifted Eligibility Form or the user may select an option from the drop down box if applicable e Points This field will auto populate from the completed Gifted Eligibility form or it may be manually entered e Instrument This field will auto populate from the completed Eligibility form The user may also click the down arrow to select the appropriate instrument e Score This field will auto populate from the completed Eligibility form or it may be manually entered Aptitude Tests Administered TESTS ADMINISTERED ELIGIBLE TEST 4 WICH M ll WECM w M 22 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL e Aptitude Tests Administered This field will auto populate from the completed Gifted Eligibility form or the user may select an item from the drop down list Performance Indicators Indicators A ACHIEVEMENT AC ARTISTIC W WORK SAMPLES e Performance Indicators This field will auto populate from the completed Gifted Eligibility form or the user may select an item from the drop down list Change Case Manager This option allows the user to change a student s Case Manager
87. n lists by going to Utilities Desktop Codes Desktop LINCOLN ABRAHAM Reevaluation for Eligibility 1 3 2008 Notice Of Proposed Meeting File Edit Save rror 1 draft Date is required rror 2 draft Time is required rror 3 draft Location is required rror 4 draft At least one of the following must be selected Evaluation Behavior Data Collection Develop lep Eligibility Intervention Manifestation Other Check1 Other Check2 Other Check3 Post Secondary rror 5 draft At least one of the following must be selected Invite Career Rep Invite Gen Ed Tea Invite Interpreter Invite Lea Rep Invite Other Check1 Invite Parent Invite Rep For Trans vite Spec Ed Tea RESIZE NOTICE OF PROPOSED MEETING CONSENT FOR AGENCY PARTICIPATION Hl notice Of Propos Special Educatio STUDENT S NAME The purpose of this meeting is to The following people will be invited to meet with us Determine If Referral Requires Evaluation Local Education Agency Representative Discuss The Need For Additional Data Collection Someone Who Can Interpret The Instructional Dad Determine Initial Or Continued Eligibility Implications Of The Evaluation Results Develop Initial IEP Or Review Revise IEP Conduct Manifestation Determination 7 Develop Functional Behavior Assessment Plan R Develop Revise Behavioral Intervention Plan 3 Discuss Transition Postsecondary Services Conduct a Resolution Session Because your input is important to us we encourage
88. n red are conditions which are keeping the selected task from being included in a Medicaid billing transaction Billing Condition Can the service task be included in billing Did the parent give permission to bill Medicaid Does the student have a valid Address Does the student have a valid City Does the student have a valid State Does the student have a valid Zip STI_0616081542 Medicaid Desktop e 103 Billing Providers This screen displays a list of allowable Medicaid Billing Providers and numbers for the system Users should not change this list of provider numbers selected Student Student Name Student ID School Hame SIS Status Gump Forest 611111114 Alabama K 12 School 014231 ACTIVE Special Education Status Date of Birth Age Grade Active Friday January 15 1999 E 1 Homeroom Entry Withdrawal Date Gender Race 401 ENT 7 42005 AD hi Wy Exceptionality LEA 994 Record of Access Medicaid Billing Providers Provider Medicaid ID Place of Service Address Address 2 City State Zip Audiology ST COUNTY SCHOOLS 11 AL Occupational Therapy ST COUNTY SCHOOLS 065999000 Physical Therapy ST COUNTY SCHOOLS 065393990001 Rehab STI COUNTY SCHOOLS 089999000 speech Therapy ST COUNTY SCHOOLS 05239990001 Vision ST COUNTY SCHOOLS 01223999000 Medicaid Reports In this area there are several reports available to help manage Medicaid billing claims The Medicaid Submission Compliance report may be very hel
89. n the text next to the checkbox This displays a Web Page Dialog box that may be used to filter specific fields included in the selected textbox STI 0616081542 Utility Desktop e 73 o Form Click the down arrow to select a specific form SETS Query School Report Title O mi O htm O txt O Counts2 Report Name ALABAMA 250100 f rotis ony Eaciveneterosony aretes le Student Folder AN Cazeligr F Referral For Evaluation AL0002 Notice Of Proposed Meeting 410004 O i mr EEE cia Notice amp Consent For Initial Evaluation AL0005 AA Notice OF intent Regarding Special Education Services ALOC Addri Gifted Special Education Rights ALODO7 E r Sp Ed Rights 6 Under The Individuale With Disabilities Educat Observation Form ALO009 ifted TNUM Field Notice Of IEP Team s Decision Regarding Re Evaluation ALO E Consent For Re Evaluation 4L0011 Form Hearing Screening Form 4L0013 EF Team Meeting Minutes AL0014 z z ied State ifted Name Eligibility Form 4L0015 AA E Elity Supplemental ootss Notice And Consent For The Provision Of Special Education Results Top 5 Results Max IEP Profile Page 4LO017a IEP Transition Page AL0017b IEP Annual Goak AL0017c IEP Signature Page 4L0017d Student Assessment 410018 o Field Click the Ellipsis button just below the form drop down box to display the dialog box for selecting form criteria J FormAttr Webpage Dialog http training st
90. name of the desired Case Manager and click OK e Next search for the student for whom a student folder is to be created The search may be done by School Number Last Name or First Name Any or all of these fields may be used for the search e Highlight the name of the desired student and then either double click on the name or click Import Important Note If a student is not listed in STIDistrict Workstation the student will not be listed in the student search Also if the student search does not return any results a folder may already exist for the student 54 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Caseload Assignment The purpose of the Caseload Assignment section is to create the Special Education relationship s between staff members and particular students The student listed at the top of the screen is the student with whom the user is currently working A staff member may be associated with a student in multiple ways This area is used to assign an employee other than the case manager to a student to provide a related service or view the student on their case load All assignments are performed here except assignment of a Case Manager Case manager is assigned when the student folder is created or 1t can be changed by going to the Student Desktop under Change Case Manager Staff Hame Relationship Change Cinnamon Foll Psy chometrist Delete Assigning Teachers to Students e First selec
91. nd cannot be the word Pass When a user suspects that someone has his her password it should be changed immediately Users should be cautioned that if their passwords are written down they should be stored in a secure location Spring Summer 2008 STISETSWeb AL State Reports This tab is used to approve and send reports to the state department with the next replication of data to the state System Files Security ei Office Configuration Settings Aide Integration Child Count 8 20 2007 3 00 00 PM Post School Transition Data Preschool Tracking Data Special Education Supplemental Data Transition Verification Data e To approve a report check the box next to the report The date and time will display in the District Approved Date column Note Always verify all reports prior to approving these files This includes the Child Count Error Report and student lists found in the Child Count Desktop and other corresponding reports found in the Reports Desktop Once checked the file is locked and is sent to the state with the next replication of data To unlock an approved report it will be necessary to contact the SDE Office Integration Tab This tab is a support tool for Administrators to manage each school s Office Integration service This tab displays the school school number the date on which Office Integration was last run and the name of the computer hosting the Office Integration service System Files Secu
92. nformation from the SQL server back to STIOffice every 60 minutes the default setting All data 1s stored and accessed Spring Summer 2008 STISETSWeb AL STI_0616081542 Introduction e 1 from the SQL server via an ODBC Open DataBase Connectivity connection This allows for changes in Special Education information to be accessed immediately System Requirements The following applications are required to run STISETS Web for Clients Internet Access Microsoft Internet Explorer version IE 5 5 or above or Mozilla Firefox 1 5 Printer 18 20 ppm HP Compatible if available Adobe Acrobat 6 0 or above The following are the minimal hardware components necessary to run STISETSWeb for Servers 2 e Introduction STI 0616081542 Processor Dual INTEL Pentium 2 GHZ 512 Cache RAM 2GB SDRAM Hard Disk 18 GB SCSI Network Connection 100 MB via Switch Internet Access Microsoft Internet Explorer version IE5 5 or above or Mozilla Firefox 1 5 Operating System Windows 2000 2003 Server with IIS NET ASP NET amp Terminal Services Printer 18 20 ppm HP Compatible if available Adobe Acrobat 6 0 or above Spring Summer 2008 STISETSWeb AL Logging In Accessing the Program via the Web To access STISETS Web users must log in the program using either Microsoft Internet Explorer or the Mozilla Web browser e Type the STISETSWeb URL in the address bar of the browser The login window will appear Software T
93. ng S0 Day Transition Meeting 0 J Invalid Age for Grade 0 E Invalid Exceptionality DD age gt 8 0 A Invalid Exceptionality B Blank Exceptionality C Gender Code Invalid D Invalid Race Code E LRE age 6 21 Invalid Code F LRE age 3 5 Invalid Code Minvalid Secondary LRE Code NMissing State ID Olnvalid School PPossible Duplicate LEA ALABAMA DISTRICT TTT iiiiiiiii Case Manager School Name AARON MICHAEL E ANGLIM BILL Exceptionality SLD Most Recent Date Enrolled ALABAMA K 12 SCHOOL 123 IDEA Deaf Blind Ho Date of 2 Day Transition Meeting State Number Gifted No Transitioned From El LRE 0 Date of Initial IEP Meeting DOB 0211556 11 Grade Gender z M Ethnic 55N W 111 711 1171 LEP Migrant No Wes 10102001 No A B EJO E F G H J K W 558000000 Case Manager School Name ADJUSTED MAL Foster Termy Exceptionality SLI Most Recent Date Enrolled ALABAMA K 12 SCHOOL 123 IDEA Deaf f Blind Ha Date of 30 Day Transition Meeting State Number Gifted Ho Transitioned From El LRE 05 Date of Initial IEP Meeting DOB 111111254 12 Grade Gender 5 HM Ethnic SSH wW SRE LEP Migrant Yes Yes Age 10 10 2003 10 10 2004 AJ BJ C TEJ G H TTER C Ja wW Case Manager School Name 211111116 AFFLECK BEN Foster Diana Exceptionality ALABAMA K 12 SCHOOL 123 IDEA Deaf Blind State Number Gifted No LRE DOB 12091588 Wes Sort by Gra
94. nge e Alert Drop down box used to select the type of alert The default list of alert types includes o The Alert Description 1s the alert seen in the drop down box o Time Lapse is the time that 1s on the alert before the Days Before or Days After are entered for the alert o Date Field Reference is where the alert information is retrieved Alert Description Time Lapse Date Field Reference Initial Eligibility 60 days from date Student Folder Notice and Consent for in folder Initial Evaluation Reevaluation Same as date in Student Folder Next Eligibility Meeting folder Due By 10 e Menu Tree STI_0616081542 Spring Summer 2008 STISETSWeb AL Alert Description Time Lapse _Date Field Reference Initial IEP 90 days from date Student Folder Notice and Consent for in folder Initial Evaluation Annual Review Same as date in Student Folder IEP to Date folder IEP Due Date Date in Student Trigger from Next IEP Due Date in student Folder folder Transfer of Rights MM Student s 18 a Student Number Send alert when student number in SETS does not match student number in District Triggered by StudentID SNUM not being found in STU file Active Folder and Triggered by SpEdStatus of Active and Inactive SIS Status StudentID SN which starts with Child Count Snap Child Count Send alert for Administrator to run Child Count Shot Date Snap Shot Will be set as a personal r
95. nl Fulder Change Case Manager Process Manager Documents STI Office Info Reports Caseload Student Diagnosis Student Services Student Progress Utilities Desktop Report Desktop Child Count Desktop Medicaid Desktop Help lt F1 gt Download Adobe Reader IA min res max may 22 005 System Administrator ALABAMA DISTRICT User Desktop Login Info Select a Student Student Desktop Utilities Desktop Report Desktop Child Count Desktop Medicaid Desktop Help lt F1 gt Download Adobe Reader 36 e Student Desktop BOND JAMES Selected Student Student Hame BOND JAMES Special Education Status Active Fiday February 21 1992 Homeroom Entry Withdrawal Date 501 ENT 71 2005 YWD Exceptionality LEA 00 777 Student ID 530000000 Date of Birth Record of Access Student Progress Progress Period Alabama K 12 School Locked fe Begin Date 08 1 4 2006 End Date 09 25 2006 IEP Begin Date IEP End Date Goal 084 0 2006 08 9 2007 Progress Period Alabama K 12 School Locked A Begin Date 09 26 2006 End Date 11 6 2006 IEP Begin Date IEP End Date Goal 08 0 2006 08 9 2007 Compering rational numbers Comparing rational numbers Progress Period Alabaam K 12 ScholLocked fis Begin Date 11 7 2006 End Date 1218 2006 IEP Begin Date IEP End Date Goal 084 0 2006 08 9 2007 Comparing rational numbers Progress Period Alabama K 12 School Locked fs Begin Date 12 19 2006 End
96. ol Progress Periods e Toremove a progress template click on the template to select it and then click Delete Support Note DO NOT delete or change templates from the previous year to set up for the current or upcoming year A new template must be created and the new progress periods must be inserted Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 65 The second step is to assign the schools and or grades to the template e Click on the applicable progress period template to select it and then click the Assign button Assign Progress Period Templates to Schools Progress Period Template School Progress Periods z F Grade T Begin Date 1st Nine WKS Progress Period 08 01 2007 Grade 8 2nd Nine WKS 10 02 2007 127022007 L Grade 5 3rd Nine WKS 01 03 2008 0301 200 Pl Grade 6 O Grade 11 Ll Grade 12 d Grade 9 Ol Grade 10 Dl Grade PK 4 Ll Grade K Grade PK 2 Cl Grade PK 3 d Grade 3 F Grade 4 F Grade 1 Dl Grade 2 ALABAMA SETS MIDDLE SCHOOL Ol Grade 7 Record cannot be edited e Choose each school or each grade level within that school that is to be added to the template Note that when the checkbox next to the school name is clicked all grade levels within that school will be selected by default Click on any checked grade level to de select 1t when not needed e Click OK to save the selections The third step is to set up the Progress Periods for the template e Highlight the Pro
97. ollment Occurs if the Date of Enrollment field is left blank or an enrollment date is entered that is BEFORE the date of birth For example if a student s date of birth is 12 1 00 and the Date of Enrollment is 12 1 99 this error will be created M Invalid Secondary LRE Code Occurs if a student is marked for an LRE of 05 Private School Parent Placed but no Secondary LRE is selected N Missing State ID This will appear as a warning for those students who do not have a State Enrollment ID assigned O Invalid School This error will occur if an invalid school number has been assigned P Possible Duplicate This warning occurs if there are two students with the same name 86 e Child Count Desktop STI_ 0616081542 Spring Summer 2008 STISETSWeb AL e Q Duplicate SSN This error occurs if two or more students have the same Social Security Number e R Invalid Name This error occurs when there is a parenthesis in the first or last name field e S Invalid LEP This warning occurs when a student has not been given an LEP Code in the STIOffice program These students will be included in the Child Count totals e 2Z1 Invalid SSN Occurs if the Social Security Number is left blank e Z2 Invalid Student ID Occurs if the Student Identification Number is left blank e 23 Active and Withdrawn Occurs if the student has a SIS Status of inactive and a Student Folder status of active Exporting Child Count Select the file fo
98. om the data in the student folder e Show common filters button has been added to some reports Clicking on this button give the user additional filter options e The size of the mailing label is the Avery Standard 5160 Student Diagnosis student Diagnosis Description Diagnosis Date e Click Insert to add a record for the diagnosis of a child along with the date on which the child was diagnosed A service may be entered without a diagnosis However a diagnosis must be assigned in order to bill Medicaid e Once Insert has been selected the user may search for a diagnosis The best way to search is to enter only one letter and the system will return many results 34 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Student Services Student Services Special Education 0 Enter speech or language services here for students whose Area of Disability is Speech and Language Impairment as documented on the most recent Notice and Eligibility Decision Regarding Special Education Services Begin Date End Date Frequency Closed After a service has been entered on an Annual Goals page this screen may be used to view the existing services for a student Student Progress To enter records of progress for a student do the following e Select the student for whom progress is to be entered e Click on the Student Progress button located between the Record of Access and Service buttons on the main Select a Stud
99. ompleted IEP Profile page The program defaults to the IEP Initiation date plus one year minus one day unless a user modifies the date 16 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL e Date of Initial IEP Meeting Child Count Field for Preschool This field does not auto populate from a form The date should be manually entered by the user e Date of Most Recent Annual IEP Signature This field is populated from the date of signature on the completed IEP Signature page or it may be manually entered e Next IEP Due Date This field will populate from the IEP Signature field and add one year minus one day e Notice of Proposed Meeting This field populates from the most current completed Notice of Proposed Meeting date or it may be manually entered e Notice and Consent for Initial Evaluation This field does not auto populate from any forms The user must manually enter this date e Consent for Re evaluation This will auto populate from the signature field on the completed Re evaluation form or it may be manually entered e Notice and Consent for Provision of Special Education Services This field populates from the completed Notice and Consent for Provision of Special Education Services form or it may be manually entered e Referral Date Child Count Field for Preschool This field populates from the Completed Referral Form or it may be manually entered e Parent Rights This field populates from
100. on Several options are available here o Search Allows selection of an existing employee possibly for changes or deletion This feature is described in more detail below o Insert Allows addition of employees who are not listed in the teacher file in STIOffice o Change Allows the user to edit existing information o Delete Allows the user to remove employee data from the STISETSWeb program o Caseload Allows the user to view an employee s existing caseload 38 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Search o Prov Type Provider Type Allows the selected employee to be assigned the services that they are credentialed to provide Medicaid billable and non billable services may be entered here o Import May be used to transfer an employee s demographic data from STIOffice to STISETSWeb This feature is described in more detail below The Search feature allows selection of an existing employee possibly for changes or deletion This would be used for teachers who already have employee records in the program Spring Summer 2008 STISETSWeb AL To search for an employee enter the employee s name and then click Search All or any part of the name entered will return search results The next step is to select the appropriate teacher On the next screen the listed employee information may be changed or deleted and caseloads may be viewed To change delete or view caseloads simply click
101. or warning report Child Count Report Child Count Summary Report Options Group By school By LRE All School Grand Total 38 ALABAMA K 12 SCHOOL El By LRE ALABAMA SETS MIDDLE pil 04 2 ALABAMA SETSWEB HIGH S D2 8 03 11 D4 9 05 3 12 3 Staff Member NS System Administrator e Both E L e Use the filter options to select the parameters of the Error Report 84 e Child Count Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Spring Summer 2008 STISETSWeb AL e Select the option to run the Child Count Error Report by School or by an individual Staff Member e Select the type of report to run by Error Warning or Both and choose the print option provided e Then click the Print button e The Child Count Error report is an active report By clicking on the Sort By options at the top of the report the user may sort the students on the report as desired When the user clicks on an error code in the grid at the top of the page the report will be sorted by the error code selected Click on any student s name to open the student s folder Note When a student s folder is opened in this manner the report will be minimized to the task bar E rie Sort by Student Name Sort by School Name Student Name Printed On 4 14 2008 2 50 22 PM Child Count Error List 127 of 127 Errors Displayed GDate Enrolled Blank or gt Dec i 25 HGifted Cannot be IDEA funded 0 Missi
102. otify the user if a form is past due in a process Process Timeline Search Criteria School Employee Caseload _ Exceptionality All Schools 01 100 80 of the day Inside the Gen Ed Environment Perform the following steps to run this report Select any of these reporting options e Select the appropriate school e Define which employee s caseload to examine e Choose the needed LRE s as indicated in the pick list e Select the Exceptionalities to report e Click Search to generate the report e Click Print to preview and print the report Sort by Student Name Sort by School Name Student Name Sort by Case Manager Student Mane Sort by School Name Case Manager Student Name Case Manager School Name Entry Date AFORETHOT MAL 5 JEANIE HILL ALABAMA SETS MIDDLE SCHOOL 150 11 1500 Exceptionality IDEA Deaf Blind LRE Secondary LRE State Number SLD y Yes No 01 00 DOB 11 11 1530 17 Referral thru IEF Process Grade Gender Initial Eligbility Days Overdue IEP Due Days T M 12312006 Ethnie r a Reevaluation Process Next IEP Process LEP pad Next Eligibility Days IEF we Days 3 Yes 12302006 75 Case Manager Schoo Name Entry Date AUTAUGA COUNTY Ryan Ducks ALABAMA SETSWEB HIGH SCHOOL 15 11111500 state Number Exceptionality Gifted IDEA Deaf Blind LRE Secondary LRE DOB Age SLI Wes Wee No 01 00 8201991 16 Grade Gender Referral thru IEF Process 10 F Initial Eliqbili Days Overdue TEF
103. p No Access Teachers will view their students in these areas Spring Summer 2008 STISETSWeb AL User Desktop Full Access Student Desktop Full Access Student Folder Full Access Process Manager Full Access Documents Full Access STIOffice Full Access Process Desktop No Access Utility Desktop No Access STI_0616081542 Utility Desktop e 47 e Report Desktop Query caseload only e Medicaid Desktop Full Access when assigned on employee window General Education Teachers The System Administrator must define the rights for the General Education Teacher Group This group by default has no rights assigned The Administrator may assign view only rights to any of these areas e User Desktop No Access e Student Desktop No Access e Student Folder No Access e STlOffice No Access e Process Desktop No Access e Utility Desktop No Access e Report Desktop No Access e Medicaid Desktop No Access Administrators Administrators have access to ALL schools and aspects of the program State Users e User Desktop View Only e Student Desktop View Only e Student Folder View Only e STlOffice View Only e Process Desktop View Only e Utility Desktop View Only e Report Desktop View amp Print Only e Medicaid Desktop View Only Medicaid Users e User Desktop Full Access e Student Desktop Full Access e Report Desktop Full Access e Medicaid Desktop Full Access Users Menu The Users menu is access
104. pe and Group have been selected click Load A list of the object types will display on the screen To modify permissions examine the Object Type in the far left column Select the corresponding security access checkbox An empty checkbox means the user does not have access to the equivalent Security Access option Security Object checkbox options include 52 e Utility Desktop STI_0616081542 Form Type o Full Control A user will be able to Amend Complete Save Delete Create and Read the selected forms for students o Amend User may create an Addendum for a child or modify a completed form o Complete User may complete a form o Save User may save any changes made in the selected form o Delete User may delete the selected form o Create User may add a new form to a process o Read User has view only rights to forms Menu Item o Full Access User has the ability to access and change all items in the menu tree o Write User may change data from the menu o Read User has view only rights to items such as the folder Schools Lists the schools to which the user has access Load Refreshes the page Save Saves the information changed in the program Spring Summer 2008 STISETSWeb AL Process Desktop Process Desktop is a resource utility that is used to view the all the processes in the program and the forms assigned to those processes When a process on the left side of the screen is selected the forms associ
105. pful in resolving errors that prevent tasks from being billed Medicaid Report Desktop Report Name Medicaid Student Report Medicaid Submiz ion Compliance Medicaid Submission Compliance Summary Service Log Service Provider Log Service Types Available from a Service Provider Screening Evaluations If a vision hearing screening or an evaluation 1 e Developmental Diagnostic Assessment is provided for a student and is not documented on the IEP a separate process may be used to document these for Medicaid purposes These screenings are allowed provided that the student ultimately has an IEP in place Important Tip Hearing and Vision Screens have mandatory codes as shown below Make sure these codes are used when the Screening Evaluation information is entered In addition the Service Provider Clinician must be set up as eligible to perform a hearing or vision screening 104 e Medicaid Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL ICD9 Code ICD9 Description Hearing Screen V72 1 Examination of Ears and Hearing Vision Screen V72 0 Examination of Eyes and Vision Follow these steps to enter tasks for Screenings or Evaluations e Selecta Student First select the student for whom the task is to be entered Go to the Select a Student menu to search for the student If the student is included in the user s caseload double click on the student listed on the User Desktop e Screenings and Evaluations From
106. r Spec Ed Services If the student is no longer eligible for Special Education services enter the date on which the student was ineligible e Transfer Student Select In State or Out of State 18 e Student Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Services Other Information The following screen displays the Student Services If Lunch Code information has been entered in STIOffice 1t auto populates this field Services Other Information Medicaid ID Permission to Bill Medicaid Lunch Code 7 PO ECC Notice and Consent Regarding Payment from Medicaid Benefits Expiration Date MMddiyyyy e Medicaid ID Enter the Medicaid ID in the text field e Permission to Bill Medicaid Use the checkbox to note whether Medicaid will be billed for students receiving Medicaid billable services e Lunch Code Enter the student s lunch code This information is drawn from STIOffice and will indicate whether the student receives paid free or reduced lunch e SSNz Displays the student s Social Security Number The option to display the Social Security Number here is control in the System Files when Show SSN 1s selected e Notice and Consent Regarding Payment from Medicaid Benefits Expiration date This date will populate from the Notice and Consent Regarding Payment from Medicaid Benefits form Screening Information Screening Information Hearing Screening Date Hearing Screening Results Vision Screening Date
107. r may access student folder information from the report preview screen by simply double clicking on any student s name SETS Query Sasae et ony cientos ony aran E ee Student Folder SMUM oy CaseMgr TNUM Form Student Azses ment AL0018 a FieldAccommodtationsForStanford10 A Es een Fname Lname A gt Addr2 ifted FName State ifted LName m Results Top 5 Results Max SHUM 4 ccommodtationsF orStanford1 a n Stanford 05 ettingCarre 410000000 ANGELOU M r 191000000 ASTAIRE FRED 313000000 RICARDO RICKY e Step 18 The report may now be generated To do this click Run e Step 19 The report should look similar to the one shown SHURA Last Name First Name AccommodtationsForStanford10 Stanford10SchedTimeMostBeneficial Stanford10SettingCarrel 410000000 ANGELOU MAYA 191000000 ASTAIRE FRED 313000000 RICARDO RICKY e Step 20 To save this report for future use click Save in the upper right corner Give this query a name and click OK If Public is selected other users with rights to SETS Query will be able to run this report If Private is selected only the creator of the query may run the report e Step 21 To load this query again click Load from the SETS Query screen Highlight the name of the query and click OK Then click Run 80 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Special Education Listing of Drop Outs by Exceptionality To run this report
108. reen To do this O Click on Select a Student A search screen will appear allowing the user to search for students based on parameters including School Status Student Number Last Name First Name and students who are archived only Select a Student is reserved by default security setting only to Administrators and Managers 3S al ROM min J res max 5 y 2 2 035 System Administrator ALABAMA DISTRICT User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Utilities Desktop Report Desktop Child Count Desktop Medicaid Desktop Help lt F1 gt Download Adobe Reader ADJUSTED MAL Selected Student Select a Student Search Criteria School Student ID 556000000 Date of Birth Tuesday November 01 1994 All Schools Last Name FirstName LastName StudentNumber DOB Grade School Name SIS Status ALABAMA K 12 SCHOOL 123 ACTIVE Age G 13 Gender M LEP NA Student Progress Services v Status a y First Name Gender Race Special Education Status Exceptionality Case Manager Student Search Criteria e School Click the drop down arrow and select a school Most users will only see the schools to which they have security access rights By 8 e Menu Tree STI_0616081542 Spring Summer 2008 STISETSWeb AL default an Administrator will see all schools a Manager will see the school connected to his her employee file
109. ring Summer 2008 STISETSWeb AL User Desktop Desktop Overview ISETS mE y 2 2 035 System Administrator ALABAMA DISTRICT User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Utilities Desktop Report Desktop Child Count Desktop Medicaid Desktop Sis Desktop Help lt F1 gt Download Adobe Reader In the STISETSWeb desktop users will see their caseloads populating the Student Number Student Name Relationship LRE Special Education Status Exceptionality School DOB Gender Race and Grade fields A user s caseload consists of students who are associated by way of Case Management Special Education Service and or Related Service The caseload will appear on the User Desktop after the user logs in to the program Once a User sees the Desktop they have several ways of viewing children Appleby Georgia Selected Student Student ID School Name SIS Status 211111123 Alabama Sets Middle School 150 Date of Birth Monday October 04 1993 Entry Withdrawal Date ENT 8 12 2005 WD LEA 777 User Desktop Student Student Relationship Special Exceptionality School DOB Age S Race Gr Number Name Education Status 211111123 Georgia CASE MANAGER 01 100 80 ofthe Active Alabama Sets 10 04 1993 Appleby day Inside the Gen Ed Middle School Environment 111111101 DAVID CASE MANAGER 02 99 80 ofthe Active ALABAMA K 06 08 1997 BARRYMORE GIFTED TEACHER day Inside the Gen E
110. rity State Office Configuration Settings Reports Mie Last Updated Host Name ALABAMA K 12 SCHOOL 3 91 2006 1 46 56 PM JEANIERILL ALABAMA SETS MIDDLE SCHOOL 3 91 2006 1 54 41 PM JEANIEHILL ALABAMA SETSWED HIGH SCHOOL 3 91 2006 1 46 37 FPM JEANIEHILL To use the Office Integration tab e Check the box to the left of the appropriate school e Click Synchronize The date of the last update will now be blank The next time Office Integration runs it will refresh all Special Education data to the selected school Note The Office Integration program is essential for displaying real time discipline and attendance data in STISETS Web Office Integration writes back to STIOffice Special Ed Status LRE Exceptionality and Date Enrolled Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 59 Student Maintenance Delete a Student Occasionally it becomes necessary to delete a student folder record For example a Special Education Folder may have been created by mistake for a student Deleting a student from the STISETSWeb database does not delete the student from the STIDistrict database or the STIOffice program the only record deleted is the student s Special Education Folder record Delete a Student Select a Student to Delete School Status Student Humber Active Y First Hame First Hame Last Hame Student Humber 60 e Utility Desktop e Select Delete a Student from the Utilities Desktop
111. rmat TXT or XML then click on the Download button to create the file The default file format is TXT The following screen will display Click on Save File Download Do you want to open or save this file Name ChildCount txt Type Text Document 197 bytes From localhost While files from the Intemet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk e The Save as screen will then display Select the folder in which to save the file It may be helpful to create a special folder for this purpose called ChildCountxxxXXXX with the X s representing the LEA number and year for this Child Count Then click Save on this screen Save in e My Computer e Local Disk C 4 4 DVD RAM Drive D My Recent 2 HP_RECOVERY E Documents userfolder on sti fs Z E My Sharing Folders Ls My Documents er My Computer e File name ChildCount v My Network Save as type Text Document v Spring Summer 2008 STISETSWeb AL STI_0616081542 Child Count Desktop e 87 Student List The Student Listing in Child Count includes students who are active who do not have errors and who are eligible for Child Count This is a list of the students who will be included in the Child Count file Child Count Student List Sort Order Student Name Child Count Summary Group By By LRE we Grand Total 36 El By LRE 01 2
112. rror COGGS eruniati iee a EE eet ea E lee E TA 86 Exportine ChildCount cisrenan r E E AE A 87 Saden A O 88 Snapshot Ad o 88 Editins Chid COTA a a a 89 EGieStudent S Snp MO AS 89 Medicaid Desktop 92 Settne up the Medicaid PE MUI a ases 92 iv e Contents STI_0616081542 Spring Summer 2008 STISETSWeb AL A Nm PRE TNM Wrnet Cet trs Onn Taree rene are e ee 95 A haere A ee ee E 95 Using Medicaid Desktop and Service Task Entry ooocccccccncncccnnnnnnnnnnnnnnnnnnnnnnnnnnnnonononononononnos 99 D el Ghd Clonal By Lae eee anteater VEE A aT meEST te a eeOe EMOTE SET mY Tr ete 99 Eten SELV ICC PAG KS eona cies 100 Ba TGA A O II gece 104 IV TSC AT AA A A A eum ea 104 SCH SIS AA E EE 104 Index 107 Spring Summer 2008 STISETSWeb AL STI_0616081542 Contents e v Introduction About STISETSWeb STISETSWeb is a browser based Special Education data tracking system that provides the Special Education professional with a comprehensive system for achieving and maintaining compliance with the state mandated Special Education procedure for students All state approved forms are contained in this software Since this software is fully integrated with the data from the local school STIOffice program Special Education personnel may view the following information e Student and Guardian demographics e Entries Withdrawals e Attendance e Discipline e Schedules e Grades STISETSWeb features pre loaded reports that will track due dates for IE
113. s Period Templates Acad Year Name 2007 ALABAMA K 12 SCHOOL Progress Periods 2007 ALABAMA SETS MIDDLE SCHOOL Progress Periods 2008 2007 2008 school year 2008 High Progress Period Templates Template Progress Periods Name Alabama K 12 School Change Alabama K 12 School Alabaam K 12 Schol Alabama K 12 School Alabama K 12 School Alabama K 12 School 09 26 2006 11 07 2006 12 19 2006 01 31 2007 03 14 2007 End Date Locked 09 25 2006 11 06 2006 12 18 2006 01 30 2007 03 13 2007 05 21 2007 The first step 1s to create a progress period template e Click Insert on the left side of the screen under Progress Period Templates to create a new template e Enter a description for the template in the Name field The name will distinguish each group of reporting periods in the district So if high schools report progress at a different period the elementary schools will be given a unique name to distinguish the two e The Academic Year will default to the current ending school year Example For the 2008 2009 school year the Academic Year will default to 2009 e Click OK to save the template Progress Period Template Record will be Added e To modify an existing progress template click on the appropriate template to select it and then click the Change button Progress Period Templates Progress Period Templates ALABAMA K 12 SCHOOL Progress Periods ALABAMA SETS MIDDLE SCHOOL Progress Periods Scho
114. se oad atl deesesaniie seed aon aotine taatensmanamae bate aman S 6 Record OL ACUE Sus lava readuntod valatanatimnsservelmabaaduntod medetaratamninn E E ised Marbammuovelenes 6 Siudent PIO OTCS elite io no alioli entoces 7 ON 7 Menu Tree 8 Si aS Mdee ea a E aan meena em ee en 8 Sstudentocareh Cotorra adi tap ibuiccades 8 Student Search Instructions minar daria 9 Ake SUDSCIIPUONS LEACMEIS Janri EE E E AEEA 10 PICT OULD UC A a o A muceenes tases 12 Student Desktop 14 SUL CCI Odia leticia ortodoncia 14 DoC A A E A eeonaceiroe T E E EN 14 Other Tab in Student Folder nina lata dada 18 Preschool Tab in Student Folder oocccocccnnncccnnnccnnnoconnnocnnicononoconnnrcnonocnnncccnnaronnninss 20 Gifted Tab in Student Folder ooocccocccnnccnnnicnnnnoccnuniconocononocnnancnnnorcnnnccnnnccnonoccnnonos 21 Change Case Vian aS CE nl atlantis 23 Proces Manan 22s 255 A 24 WY Of iO a PROCESS casi id Ce ueonotaes 25 WORKIN on AAP OFM iste nn A Zi SUIGENE Services SCICeN di raid 29 Completa Lomas rere emrrenn sre lteret cnr eeeenn vena teesern trent cr centre reece sreae terres 32 Ds A A O 32 Ol AMM A A eaouatia ence koh aaa snes sautl 33 Reports C ASC OA atra eii a sens incio ciel 33 Sudent Da CMO Sd ci 34 a A A A A E E Rene erg aT 35 Spring Summer 2008 STISETSWeb AL STI_0616081542 Contents e iii MA DO TOTES eters 35 Utility Desktop 38 About Utility DesktOP oriniai ananira a a i n a a 38 BE A LON O A A 38 Searching
115. services click Insert and repeat the steps above as needed to enter all services Only those employees who have at least one Provider Type set up will be allowed to enter Tasks and employees may only enter Tasks for their particular Service s entered Student Diagnosis A student s diagnosis should be set up before services are entered if the diagnosis is to be auto displayed in the Service Task screen To enter a student s diagnosis follow these steps Select the student Go to Student Desktop Student Diagnosis student Diagnosis Description Diagnosis Date e Click Insert to add a diagnosis e Click on the Ellipsis button to display a search window and then enter the name of the diagnosis After the appropriate diagnosis is highlighted click OK e Enter the Diagnosis Date and then click OK SY Student Diagnosis Web Page Dialog student Diagnosis Diagnosis Type Diagnosis Date a Midd yyy Record Wi be Added Note A diagnosis may also be added in the task at the time of entry Services Services must be entered prior to entering tasks This is done when on the Goals page of the IEP is created Click on the Click Here for Services link on the form or click on the Services link below the student demographic information when the Goal form is open See screen shot below Spring Summer 2008 STISETSWeb AL STI_0616081542 Medicaid Desktop e 95 ADJUSTED MAL Student ID School Name 515 Status ee 5560
116. strator ALABAMA DISTRICT Logout User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Student Folder Change Case Manager Process Manager Documents STI Office Info Reports Caseload Student Diagnosis Student Services Student Progress Utilities Desktop Report Desktop Child Count Desktop Medicaid Desktop Help lt F1 gt Download Adobe Reader eTISETS J res max y 2 2 035 Johnny Grillo ALABAMA DISTRICT User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Utilities Desktop Report Desktop Child Count Desktop Help lt F1 gt Download Adobe Reader 24 e Student Desktop STI_0616081542 e If logging in as a teacher the teacher s Caseload will be displayed onscreen Select a student by double clicking on the student s name e Users logging in with administrative or manager rights will select a student through the Select a Student menu option No Student Selected SIS Status Grade Race Record of Access Student Progress Services User Desktop Caseload Student Student Number Name Relationship LRE Special Exceptionality School Education Status Active ALABAMA K 12 SCHOOL 05 Private School 11 01 1994 Parentally Placed 556000000 MAL 208 COUNTY BIBB CASE 11 20 1991 MANAGER 213444444 WILLIAM 08 17 1990 BRUNNER 425000000 ROSEMARY CLOONEY CASE MANAGER CASE MANAGER 08 18 1998 ADJUSTED MAL
117. t and then click on the plus sign to display the Search screen Enter the search parameters here le User Properties Webpage Dialog User Properties Staff Member User Name Password Confirm Password User must change password at next login O User cannot change Password never expires Account is disabled password O a d Record will be Added e The next screen will display a browse box containing all the employees who meet the search criteria Highlight the name of the desired employee and then click OK 3 Staff Lookup Webpage Dialog Staff Lookup Search Criteria School Include Gen Ed Teachers All Schools Y Last Name First Name Teacher Number Teacher Name e Create a User Name for the staff member and then assign and confirm a Password There are additional security options that may be selected These features are optional o User must change password at next login 50 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL o User cannot change password o Password never expires Effective Permissions Effective Permissions Search Criteria EC This 1s a tool for viewing individual user permissions No modifications to permissions are allowed from this menu option For further details about working with permissions see the section Edit Permissions on page 51 e Object Types Three different classifications of security in STISETSWeb Select Form typ
118. t folder 3 5 or 6 21 The program uses the age of the student as of this date to determine the group to display e Take Snapshot This creates a current picture of all the students who are in Special Education as of the current date The snapshot should not be taken until on the Child Count Date e Delete Snapshot This option is used to delete a selected snapshot Please not that once a snapshot is deleted it cannot be retrieved Procedural Hints e On or before the first day of school make sure this date reflects the current year s Child Count Date e Do NOT click Take Snapshot until this year s Child Count Date e Teachers should always be expected to work with the Current folder except when making corrections to Child Count after a snapshot is taken This is done in Edit Student Snapshot in the student folder Security Settings Tab This area is used to maintain passwords for the STISETS Web users System Files Securihy State Office Configuration 03 Reports Integration Password Expiration Days Remembered Passwords Lockout Minutes _ Lockout Threshold 10 lo ot 0 Save Security Settings Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 57 Password Expiration Days The value entered in this field will set user login passwords to expire in the specified number of days For example every 30 to 90 days the system could require users to change their passwords Remembered Passwords A
119. t the student The student will be displayed at the top of the screen under Selected Student e Select the Caseload Assignment menu from the Utilities Desktop e Click Insert e Click the ellipse button to search for a staff member o Enter the name of the staff member and then click Search o Only staff members that have been entered in the Employee file will be returned in the search o To include General Education teachers in the search check the box under Include Gen Ed Teachers o Select the staff member from the search results and click OK e Click the down arrow to select this employee s relationship to the student Then click OK to save e Repeat the above steps to assign additional employees to this student Note The types of relationships are pulled from the District Code Categories Staff Student Relationship This is one of the few editable code files If the relationship is not included in the list 1t may be added to this code file See the section Code Desktop on page 41 for information on adding codes Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 55 System Files The System Files menu houses several options that enhance the operation of the software It is recommended that only one person have access to the System File This area of the program should be kept under high security Changes here usually only have to done once a year Configuration Tab system Files Security St
120. the Gen Ed Environment HUDSON i 04 Less than 40 of the day Inside the Gen Ed Environment 03 79 40 of the day Inside the Gen Ed Environment 04 Less than 40 of the day Inside the Gen Ed Environment 04 Less than 40 of the day Inside the Gen Ed Environment o Txt Text Format Last Name First Name EXc Code 410000000 215555555 PISS S555 5560000000 313000000 peeeecece ANGELOU AARON AGUILARA ARNOLD ADJUSTED BALL NOTH MAYA MICHAEL CHRISTINA LURE MAL LUCILLE CHRIS SLD SLD ED SLD e Totals Only Check this box to generate a report that lists totals only 72 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Active Referred Only Check this box to generate a report including Active and Referred students only If left unchecked the report will include Inactive students as well Archived Check this box to generate a report for archived students Run Click this button to run the report Counts Check this box to display counts at the bottom of the screen based on the criteria selected Report Name This text box displays the name of a saved or loaded report Load Click here to load a previously saved report Save Select this option to save the report Queries created can be saved as public or private reports A public report can be used by all Sets users An administrator or manager may create a query to be used by all teachers if saved as a public report When the tea
121. the completed Parent Rights A form the date on which the form was signed or it may be manually entered Eligibility Information A ee Eligibility Information Date of Initial Eligibility Determination Eligible Date of Eligibility Determination Next Eligibility Meeting Due By MMiddyyyy 07 01 2008 Eligibility Determined within 60 Days lf NO Range of Days In Excess Reason For Late Eligibility Determination Transfer of Rights La PM tse Final Completion Date of ALL Evaluations 07 01 2006 e Date of Initial Eligibility Determination Child Count Field for Preschool This is manually entered e Eligible This is if the student is eligible or not e Date of Eligibility Determination This field auto populates from the date of signature on the completed Eligibility form e Next Eligibility Meeting Due By This field calculates 3 years from the Date of Eligibility field e Eligibility Determined within 60 Days This is a yes no drop box e if NO Range of Days In Excess Select the number of days in excess from drop box Spring Summer 2008 STISETSWeb AL STI_0616081542 Student Desktop e 17 e Reason For Late Eligibility Determination Select reason for late eligibility from drop box e Transfer of Rights This field will be auto populated based on the version of the form being used If a form PRIOR to July 1 2005 is used it will pull from the Completed Signature page of the IEP Information on forms used
122. the corresponding button on the left side of the screen If the Include Gen Ed Teachers box is checked the search will include general education teachers To modify a record for an employee who is already listed in the Employee Contracted Worker pick list highlight the employee s name in the browse box and click Change to the left of the screen After changes have been made click OK to save To delete an employee highlight the employee and click the Delete button to the left of the screen Deletion of an employee is not allowed as long as the employee has at least one student on his her caseload STI 0616081542 Utility Desktop e 39 Importing Employees from STIOffice The Import feature is used to transfer an employee s demographic data from STIOffice to STISETSWeb Importing Employees is recommended for all permanent staff For consistency these teachers should be entered in STIOffice prior to adding them to STISETS Web if they do not display in a search If an employee has been manually inserted into STISETSWeb the employee will not be listed when the user searches the import function The import option may be searched in two ways The Show All checkbox differentiates between the two By default the Show All box is left unchecked which means that the user is searching only for employees who have not already been imported to STISETSWeb from STIOffice If the Show All box is checked the user will search for both previously import
123. then click Insert Change Delete on the right side of the screen Note Make additions changes in the State Code file first then enter the exact same detail in the District Code file Location Type Codes Location Codes are used with Services This will populate the drop down list for Service locations Location Types Name Description Expiration Date Classroom Classroom Counsellors Office Counsellors Office Gymnasium Gymnasium Hearing lab Hearing lab 12 31 2006 High School High School 104 22005 Resource Room Resource Room School Bus School Bus Vision Lab Vision Lab 12 31 2006 Change e Click Insert or Change to access the following fields o Name Title of the location o Description The description of this location o Expiration optional The last date on which this location will be used e Click Delete to remove a selected location Diagnosis Type Codes Select this option to view the various Diagnosis Types available in STISETSWeb Diagnosis Types are required for Medicaid billing Codes in the file populate the pick list when entering Student Diagnosis either on the service task screen or under Student Desktop Click in either the Code or Name fields and then spacebar to display the entire list of codes Diagnosis Types Search Criteria Code Name A Seren Code Name Description 781 3 Abnormal involuntary movements Lack of Abnormal involuntary movements Lack of coordination coordina
124. ther than Gifted e Deaf Blind Registry Student must have both auditory and visual deficits to be included Misc Form Information The folder provides a quick means of access to vital form information Much of this information is pulled from the completed versions of the forms The screen shot below displays a sample of this screen Misc Form Information Most Recent Date Enrolled In Special Education IEP Initiation Duration Dates In This LEA IEP From Date IEP To Date 10 10 2003 06 01 2005 05 31 2006 ee 10 10 2004 Notice of Proposed Notice and Consent for Initial Date of Most Recent Annual IEP Signature Next IEP Due Date 3 E Meeting Evaluation 02 28 2008 08 01 2005 MMidd yyyy Notice and Consent for Provision of Special Education Services MMiddiyyyy Consent for Re evaluation MM ddiyyyy Referral Date Parent Rights 10 10 2004 MM dd yyyy e Most Recent Date Enrolled in Special Education in This LEA Child Count Field Enter the most recent date on which the student was enrolled in Special Education at the local education agency This is the date on which Special Education services were first initiated for the student in the LEA This field does not auto populate the user must manually enter this date e IEP from Date This field populates from the completed IEP Profile page or it may be manually entered e IEP to Date This field populates from the c
125. tion 388 11 Acoustic trauma explosive to ear Otitic blast injury Acoustic trauma explosive to ear Otitic blast injury 421 9 Acute endocarditis unspecified Acute endocarditis unspecified 518 81 Acute respiratory failure Acute respiratory failure 42 e Utility Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Service Type Codes Select this option to view edit the various Service Types available in STISETS Web Note any service type with the Medicaid box check cannot be edited These are Medicaid billable services Service Types Search Criteria Code Audiology Services Audiology Services Behavioral Health Cou nseling Behavioral Health Co unzeling Cou nseling Services Counzelin g Services Developmental Diagnostic Assessments Developmental Diagnostic Assessments Procedure Types These codes are used in Medicaid billing This is a list of the codes that will be in the drop down list on the service task screen The code file cannot be edited Procedure Types Search Criteria Code Code Description Expiration Medicaid Date 90301 Intake evaluation Evaluation of speech language voice communication and or auditory processing Treatment of speech language voice communication and or auditory processing disorder individual Treatment of speech language voice communication and or auditory processing disorder group 2 or more individuals Hearing Screen Pure tone audiometry threshold
126. tion Results Develop Initial IEP Or Review Revise IEP General Education Teacher Conduct Manifestation Determination Special Education Teacher Develop Functional Behavior Assessment Plan Parent Develop Revise Behavioral loterventiva Plan Student Discuss Transition Postsecondary Services Career Technical Representative Conducta Resolution Session Other Agency Representativels For Transition Agency Name Agency Name EJE ODOEJEJE El O O O El O O O O O O O Because your input is important to us we encourage you to make every effort to attend this meetog You may bring other people whom you feel will be kelpfil to you im this process If your child is transitioning from Early Intervention you may request that an invitation be sent to the Early Intervention Program for the Fetal IEP Team meeting Please contact the individual below if you would like to invite someone from the Early Intervention Program My signature below verifies that if you require notice and an explanation af your mehts in your tative language the LE agency has accommodated you to ensure your uoderstanding You are fully protected under the righis addressed in your copy ofthe Special Education Ng n document You may access another copy af your right at www_alsdeedu Once in the Web site select Sections Special Education Forme If you canmol access the Web site and want another copy of your nghis have any questions or wish to arrange a conference please
127. trict the Exit Archive feature eliminates the need to perform daily routines on these student records Students may be Archived so they do not appear in student lists They may then be Un archived at a later point to retrieve the student data Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 61 Archive Students Find Students School A v FA ALL Last Name First Name Not in SIS LI Archive Students Exit Reason Exit Date Archive Date MMiddiyyyy Selected Students Case Manager will be set to System Administrator Student Student Name Grade Sex Sn DOB SpEd Case Manager Status PARA JOHANN BACH i 50 222 22 06 06 1991 Active KEITH CULPEPPER 2220 554000000 JOHANN BACH 23 554 00 11 23 1994 Active BILL ANGLIN 0000 111111101 DREW BARRYMORE 23 111 11 06 08 1994 Active BILL ANGLIN To use this feature follow these steps e First search the students s The search may be performed by School Status Grade Last Name First Name or those students Not in SIS When the search criteria have been entered click the Search button This will display a list of students at the bottom of the screen Place a check next to the student s to exit archive e To Archive a student Once the name s have been checked type in an Archive reason and enter an Archive date then click OK e To Exit a student Once the name s have been checked select an Exit Reason from the drop down box enter a Ex
128. ts Query were the user can create their own reports The reports run from the Report Desktop will include data for all schools and students unless other wise selected Whereas the Reports option under Student Desktop may only be used for reporting on students in a particular teacher s caseload Many reports come preloaded in Report Desktop Reports To generate a report e Highlight the desired report on the left side of the screen e If appropriate select the reporting options The following reporting options may be available o Many reports provide the option of running the report by School Simply select the school for which the report is to be run In some cases the user may select All Schools from the drop down list to include them in the report If the schools display in a text box the user may select all by clicking on the first school listed holding the Shift key and then selecting the last school listed To select Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 69 70 e Utility Desktop more than one but less than all schools click on the first school hold the Ctrl key and select each school desired o Some reports offer a date or date range for which the report may be run o In some instances the user may include only Active students if a box is available to check o Other reporting options are Case Manager Staff Sort Orders and Page Breaks Some or all of these options may be found when
129. ty for the students to be moved e Use the advanced search option on the right side of the screen to re assign caseloads This is an ideal tool for when a teacher s entire caseload is moved to another teacher In the Having search the user may search for the staff member who 1s currently serving the student as well as the relationship that staff member has with the student e Once the search criteria have been entered click the Search button A list of students with the search criteria selected will display e Select the student in the list by checking the box next to the student s name e Inthe Assign To section search for the staff member to whom the student s will be assigned and select the relationship from the drop down list o To search the staff member click on the Ellipsis button next to the staff box o Enter the staff members name on the next screen and click Search o Highlight the teacher s name in the list and click OK e The Hide Processed checkbox may be used to exclude students who have already been reassigned from the search grid e Continue this process until all students have been reassigned to the appropriate staff members Exit Archive Students This feature is provided to allow users to enter Exit or Archive data on a student who is no longer receiving Special Education services in a district Since districts are required to retain student files for several years after the student leaves the dis
130. udent Relationship LRE Special Exceptionality School DOB Age S Race Gr Number Name Education Status 556000000 MAL Speech 05 Private School Active ALABAMA K 11 01 1994 Therapist Parentally Placed 12 SCHOOL 03 79 40 ofthe day Active ALABAMA K 06 02 1992 15 F W Inside the Gen Ed 12 SCHOOL Environment Status a y The three sections of the screen are described as follows e The Menu Tree on the left of the screen o The Menu Tree houses the links used to access different areas of the program o The information shown here may differ from user to user due to program security restrictions e The Selected Student portion at the top of the screen o After a student has been selected that student s demographic information will be displayed in this area o This information in STISETSWeb e The User Desktop in the center of the screen o This will be the user s work area in STISETSWeb o This will be the only area in which data 1s entered Displayed in each of theses sections are three icons e min Click the minimize button to reduce the selected section of the screen e res Click the restore button to return the screen to its original view e max Click the maximize button to enlarge the User Desktop window to its maximum size Note Pressing the F71 key on the keyboard will further maximize the screen F11 is a toggle key pressing it again will restore the view 4 e Logging In STI_0616081542 Sp
131. uery Caseload SETS Query and SETS Query Caseload are designed to allow Administrators Managers and Teachers to build reports based on teacher caseloads school wide listings or district wide listings SETS Query Caseload is designed to build user defined reports based ONLY on an employee s caseload An employee who has been assigned a Security Role of Teacher will use this report option after logging in Following the steps in this guide will allow Administrators Managers or Teachers to build custom reports based on the selection of specific data elements Administrators and Managers locate this component by selecting the Report Desktop and then choosing SETS Query Teachers locate this component by selecting Report Desktop and then choosing SETS Query Caseload While the query is being built a sample of the report will display at the bottom of the SETS Query screen This allows users to view the report layout Deselecting and reselecting the data elements for the report can change the report layout view in the sample Report Options in the Header of the SETS Query Screen e School Use the drop down list to choose a particular school for which a report is being built The user may also select the All Schools option to build a report for all schools in the database The school list is in alphabetical order so the first school will display in the list when entering this screen Note Teachers and Managers will only have access to the s
132. upplementary Program N meee Aids and Modifications 1 Services 0 0 0 Enter speech or language services here for students whose Area of Disability is Speech and Language Impairment as documented on the most recent Notice and Eligibility Decision Regarding Special Education Services Service Type Begin End Date Frequency Closed Attached to Attach Detach l Description Date Goal 01 01 2008 04 01 2008 Weekly a E Attach Detach If data is not entered in the Special Education tab prior to marking the goals page complete a User Error will display At least one Special Education service must be entered Three options are currently available at the left side of the screen for adding or changing student services e Insert Click this button to add a service e Change Select a service and click this button to make changes If the goals page 1s in complete status this button will be a View button instead of Change To make changes the form will have to be Amended e Delete Delete the selected service The service must first be detached from all goals before it may be deleted Click the Attach Detach button to do this Attach Detach All services are attached to a goal This 1s indicated on the screen above when there is a check in the box in the Attached to Goal column Click on the Attach Detach button on the right to attach or detach this service to the goal Inserting a Service First select th
133. ure Type that matches the service provided e Location This is a drop down box Choose the location that indicates where the service was performed e Service Provided By This field defaults to the user logged in the program or who is entering the task If this user is entering tasks on behalf of another click the Ellipsis button to select the actual Service Provider e Supervisor Provided By If the Service Provider requires supervision click on the Ellipsis button and perform a search to select the Supervisor e Omit from billing Check this box to exclude this task from submission for Medicaid billing e Omit Reason Enter the reason the task will be omitted from the Medicaid billing e Click OK to save the entry 102 e Medicaid Desktop STI_0616081542 Spring Summer 2008 STISETSWeb AL Spring Summer 2008 STISETSWeb AL service Tasks CHRISTINA APPLEGATE Service Information Service Type Begin Date End Date 21 2005 131 2006 Date Begin Time End Time 02 07 2008 03 00 AM 09 00 AM Omit from billing Closed e Complete Mark the task complete after all data has been entered Only those tasks marked as complete will be billed to Medicaid e T Shoot This screen displays errors possible errors that would prevent the task from being Medicaid billable Any line in red 1s an error that should be corrected before the task can be billed Troubleshoot Service Task Webpage Dialog Troubleshoot Service Task The rows i
134. ween August 1 2007 and April 1 2008 check the box Next IEP Date under the folder column Then click on the text to bring up the filter Select between for filter properties and then enter the dates in filter value See screen shot below Field Name NextlEPDate Heading Next IEP Date Filter Properties for Field NextlEPDate Filter Value Equal To Not Equal To Less Than Less Than or Equal To Greater Than Greater Than or Equal To ls Contained Within Contains Like Not Like 2007 03 01 2008 04 01 Between Sort by this field On Change No Sort No Break O Ascending O Descending Cancel e Filtering between grades or ages works the same way as the date range Example To filter those students who are between age 7 and 10 select between on filter properties and for the filter value enter 7 10 Spring Summer 2008 STISETSWeb AL STI_0616081542 Utility Desktop e 75 76 e Utility Desktop Note Some computers may have pop up blockers that will keep the query from coming up If the report does not appear onscreen click the View Report link right above the query sample at the bottom of the screen See screen shot below Gifted LName rip Results Top 5 Results Max View Report SNUM Last NamejFirst Name Primary EXC CodelLRE Name 4139000000 CLARE LOIS MA O4 Less than 40 of the 215555555 AGUILARA CHRISTINA ED 444444444 ARNOLD HUDSON MR d Less than 40 of the 411111111 BOGART HUMPHREY MA 699999999 CH
135. will not be able to delete a Snapshot Date On Record Student Body Active Valid Errors Date Created 1014112007 132 127 36 91 3126 2008 10 19 25 AM The buttons on the left of the screen perform the same functions as the same menu 1tem listed under the Child Count Desktop Other Administration options are e Delete Used to delete the selected highlighted snapshot e Errors Runs the Child Count Error Report e Export Used to export the Child Count file Follow the directions listed in section Exporting Child Count on page 87 e Print Generates the Child Count List in PDF format Note Once a Snapshot is deleted 1t cannot be retrieved Be sure that the desired Snapshot is highlighted before clicking Delete Always review the Error List and Student List after taking a Snapshot and before sending Child Count to the SDE Editing Child Count Student Folder me Student Folder Edit Student s Snap Shot Child Count Verification Report Edit Student s Snap Shot The Edit Student s Snap Shot button will be found in the student folder for those students in the Child Count Snapshot It may be used to view or edit a student s folder data Any corrections that need to be made for Child Count after the Snapshot has been taken will be made here not in the current folder Spring Summer 2008 STISETSWeb AL STI_0616081542 Child Count Desktop e 89 Student Snap Shot Webpage Dialog Student Snap Shot Snap Shot
136. yee information e After all necessary employee records have been created follow the steps below Entering Services for Eligible Providers Follow the steps below to enter provider services e Goto Utilities Desktop Employees e Enter the name of the employee and click Search e Once the correct employee click on the Prov Type button on the left of the search screen STI_0616081542 Spring Summer 2008 STISETSWeb AL 3 8 min Jf res max System Administrator ALABAMA DISTRICT User Desktop Login Info Select a Student Alert Subscriptions Student Desktop Utilities Desktop Employees Code Desktop Security Desktop Process Desktop Create Student Folder Caseload Assignment System Files Delete a Student Mass Assign ExivArchive Students Un Archive Students Critical Student Information Progress Periods Alert Templates Supplemental Data Report Desktop Child Count Desktop Error List Export Student List Snapshot Administration amp Medicaid Desktop No Student Selected Selected Student Student Name SIS Status Special Education Status Grade Race Record of Access Student Progress Services iv Employees Search Criteria Last Name begood Teacher Number Last Name First Name 20000 BEGOOD JOHNNY e The Staff Services screen will display ProviderNumber e Click on Insert to enter the Provider Type for this Employee Staff Provider Type Properties Provider Type

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