Special Education Local Plan Area

Shasta County Special Education Local Plan Area SEIS USER MENU Shasta County SELPA

Creating a Bridge to Equality in Education

1. WEEKLY TO DO LIST a. Monitor Caseload - Make sure all of the student information on your caseload is accurate. b. Clear all students with Pending Eligibility. c. Affirm IEPs older than seven (7) days – including addendums/amendments d. Monitor IEP Meeting Alerts on Homepage  25 day alert for next annual IEP/ISP  75 day alert for next triennial IEP IMPORTANT: Only initials and annual/triennials should be written in the FUTURE IEP. All other IEPs should be an Amendment to the CURRENT IEP. INITIAL ASSESSMENTS 2. HOW TO ADD A STUDENT a. To add new student to your caseload (initial referral or administrative transfer student), use the link on the vertical menu bar of your SEIS Homepage labeled, “Add Student Form”. b. Enter information as accurately as possible to avoid duplicating the student. The name submitted must be the child’s LEGAL NAME. c. District Personnel (Pupil Count Operator) will process this upon receipt of the site paperwork. 3. IF A STUDENT WAS ASSESSED AND DID QUALIFY FOR SP ED SERVICES – (Initial IEP held) a. The student’s record must have the following information: b. On the DEMOGRAPHIC TAB – Enter ethnicity, birth date, native language, residential status, parent/guardian information; be sure to copy the street address to the mailing address or enter the correct mailing address. Be sure to fill out ALL information. c. Check the CASEMIS A Tab and CASEMIS B Tab for errors and correct all that appear. d. Use the “Student Change Form” and select “Change Eligibility Status of Pending Student” – Select “Determined eligible, will receive services”. e. Once the student’s eligibility is changed to eligible by your district staff, the affirm link will appear. f. Affirm/Attest IEP within 7 days. g. If a student was added to SEIS and is still identified as pending but no assessment took place, contact your district’s Pupil Count Operator to have the student’s record removed from SEIS. h. If the child DOES qualify but parents decline service, Use the “Student Change Form” and select “Change Eligibility Status of Pending Student” – Select “Eligible – No IEP, IFSP, or ISP – other reasons” and type “Parents decline services” in the explanation box. 4. IF A STUDENT WAS ASSESSED BUT DID NOT QUALIFY FOR SP ED SERVICES – (Initial IEP held) a. The student’s record must have the following information: b. On the DEMOGRAPHIC TAB – Ethnicity, birth date, native language, residential status, parent/guardian information; be sure to copy the street address to the mailing address or enter the correct mailing address. c. On CASEMIS A Tab – Complete Fields A-1 through A-32 (fields A-22 through A-25 apply to infants.) d. Use the “Student Change Form” and select “Change Eligibility Status of Pending Student” – Select “Determined ineligible, DNQ”. EXISTING STUDENTS 5. HOW TO ATTACH A DOCUMENT TO AN IEP (e.g. Signature page, Psych Report) a. Click the Attachments link. b. Click the Add icon. c. Title the attachment. SEIS recommends including the Student’s First Name (Example: 4/1/2010 Corrections to Jessica’s IEP). d. Click the Browse button and find the file. e. Click the Upload button to attach the file to the IEP. f. Click the Return to IEP List icon to return to the IEP and view the Attachment. 6. HOW TO DUPLICATE A SERVICE a. When a service is listed twice on an IEP and the start dates of both services will commence during the same school year, list both services on the IEP but make sure to check the DNR (Do Not Report) box on one of the services (check box located to the left of the service) to avoid any CASEMIS errors during reporting time. b. The exception to this rule is if a service is listed twice on an IEP and the PROVIDERS are TWO SEPARATE ENTITIES. Note that “provider” here is a different agency, not a different individual teacher. CASEMIS does allow two services to be reported when two separate entities are providing the same service to the student. 7. HOW TO EXIT A STUDENT FROM A SPECIFIC SERVICE – CONTINUING WITH AN IEP a. Note Service End Date on Services Page of IEP. b. Note Reason for Ending Service on comment Box on Service Page of IEP. c. Submit a Student Change Request in SEIS to have the student removed from your caseload or from the caseload of the provider who is no longer providing service to the student. d. DO NOT REMOVE SERVICE until after June 30th of the school year (for CASEMIS reporting purposes) 8. HOW TO CONTINUE AN EXISTING SERVICE ONTO A FUTURE IEP If the existing service will be continued on the next IEP, follow this process to update the needed information to reflect what will be provided during the upcoming year. a. Click the “Continue to New IEP” link. This should only be done AFTER the IEP meeting has been held. When preparing for an IEP meeting, “Print Blank Grids” should be used to record changes on the IEP for proposed services as needed. b. Update the information to reflect what will be provided during the new IEP. c. Click the Save button. The “Continue to New IEP” link:  Automatically ends the existing service, with an end date of the day before the date you click the link or the end date entered, whichever is sooner.  Creates a new version of that service, with a start date of the day after the end date.  Removes the previous service from the IEP. Please Note: Edit and Delete options will be available on the continued service to modify and delete as needed until the IEP is affirmed. 9. HOW TO AMEND A SERVICE a. Click “Add an Amendment” to a current IEP. b. Scroll down to the bottom of the page and click “YES” to the question, “Does this amendment require additional forms?” c. From the list of forms, select the “Services – Offer of FAPE form”. d. Update the information to reflect the most recent modifications needed to the service. e. Click the “Save” button. 10. HOW TO ADD A PROVIDER a. Use the “Student Change Form” from the link on the vertical menu bar of your SEIS Homepage. b. Select student’s name and press “Go”. c. Select “Request a Service Provider Change” and “Add Provider”. d. Add any additional comments. e. Press the submit button. 11. HOW TO ADD A GOAL a. Within the IEP section, go to Goals Page. b. Select c. Select “Choose Goal”. d. Choose appropriate goal from goal bank or make your own. e. Copy to goal page. f. Add goal title, area of need, baseline information and measurable annual goal #. Be sure to complete all boxes. (e.g. State standard, other ed need, linguistically appropriate, transition, person responsible) g. Press “Save and Add Goal to IEP”. h. Either “Print Goal Summary” or check boxes to “Print Selected Goals” 12. HOW TO WRITE PROGRESS ON GOALS a. Check the Check Box(es) next to the goal(s) on which progress needs to be written. b. Click the “Write Progress on Selected Goals” button. c. Fill in the necessary information for that progress period on all goals. d. Mark the goal as ready for PR (Progress Reporting). e. Click the “Update Progress on Goals” button to save all updates and return to the Progress Summary Page. Please Note: All progress information entered is updated on Future IEP goals page. f. Case Manager affirms and attests all updated progress on goals. 13. HOW TO AFFIRM A PROGRESS REPORT Only the Case Manager will see the button to Affirm Progress Report. Verify that all goals are ready for the final Progress Report to be created. This means all goals that will be included in the Affirmed Progress Report have been updated and marked with a YES, and those that are NOT to be included are marked with NO or N/A. a. Click the Affirm Progress Report button. b. Click the Ok button in the verification window. c. Click the Ok button in the confirmation window. The “Last Affirmed Progress Report Done On” information will be updated with the date and time of the Affirm. When the Progress Report is affirmed, the Yes and No indicators in the “Ready for PR” field on the goals summary page will become blank again. Goals will then be ready to be used again for the next Progress Report. 14. IF A PARENT DOES NOT ATTEND/CANCELS IEP MEETING - WHAT DO I DO? a. Reschedule the meeting to be held within two weeks of the original date. Send out a new meeting notice. b. Do not change the date of the IEP on the draft IEP. On the third no-show/cancellation, hold the IEP meeting without the parent and all who attend sign. 15. WHAT TO DO IF A PARENT WISHES TO CONTINUE AN IEP MEETING AT A LATER DATE a. If FAPE was offered during the IEP meeting, the IEP should be affirmed/attested within seven (7) days of the offer. b. When the IEP meeting reconvenes, select the “Current IEP” when preparing to add information to the IEP document. c. Using the Amendment/Continuation/Correction link, indicate “continuation of meeting dated XX/XX/XXXX”. d. Within seven (7) days of this new offer of FAPE, affirm/attest this document. 16. IF PARENT(S) REFUSE TO SIGN IEP a. The IEP should be affirmed/attested within seven (7) days of offering FAPE. b. Answer “No” to question, “Did Parent sign IEP?” c. When the parent(s) does sign the IEP; if no changes were made to the document, edit the affirmed/attested current IEP’s comments section (located at the top of the current IEP page for the student), indicating the date the parent(s) signed the IEP and that no changes were made to the IEP. Go to the link for the on the current IEP - change the parent signature to “yes”. d. When the parent(s) sign the IEP; if changes were made, make those on an Amendment. e. Best Practice is to scan and attach the signed Signature Page to the IEP. f. Affirm and Attest the amendment. 17. HOW TO EXIT A STUDENT FROM ALL SERVICES – NO LONGER ELIGIBLE FOR SP ED a. Note Service End Date on Services Page of IEP. (Use last date served in Sp Ed as Service End Date) b. Note Reason for Ending Service on comment Box on Service Page of IEP. c. Check box “Exiting from Special Education” on the Information/Eligibility page of IEP (pg. 1) d. DO NOT REMOVE SERVICES OR DISABILITY FROM IEP. e. Submit a Student Change Form Request in SEIS requesting to Exit the Student from Special Ed. f. Enter Exit Date and select “Returned to regular education or no longer eligible for special education…” g. The primary and secondary disabilities and all services/dates/frequency/total minutes/location MUST NOT BE DELETED OR CHANGED on SEIS until after June 30th of the school year. 18. HOW TO EXIT A STUDENT THAT HAS MOVED TO ANOTHER DISTRICT AND/OR SELPA a. Submit a Student Change Form Request – Select “Student has moved to another district and/or SELPA”. b. Enter Exit Date (date last received Sp Ed services) and Reason (moved and known to be continuing…) 19. HOW TO AFFIRM/ATTEST AN IEP a. All IEPs should be Affirmed/Attested within seven (7) days of offering a “Free and Appropriate Public Education” (FAPE). Follow SEIS prompts to Affirm/Attest. b. The original IEP, meeting notice, reports, contact log, and progress reports should be placed in the student’s confidential file. The case manager should keep a copy of all paperwork in a locked cabinet. c. All Reports SHALL be scanned and attached to the IEP after it has been affirmed/attested by the case manager. 20. QUESTIONS? a. Review FAQ and videos in HELP Center on SEIS Homepage. b. Contact your District Pupil Count Operator or Program Specialist. c. Contact SELPA SEIS Support at (707) 467-5084. d. Last Resort – Contact SEIS Help Desk.