STI SETS 101

1. STI SETS101 Make life easier….do all paperwork in STISETS! This is the official web site of the Shelby County Board of Education. Any other site that claims to be affiliated with, represent or contain information about any Shelby County School is not endorsed by the Shelby County Board of Education. If you leave the official Shelby County Board of Education web site, the Shelby County School District claims no responsibility for the content beyond this point.

2. All state forms are included in this program with the exception of Natural Environment Survey and the Family Focus Interview which are pre-schoolforms.

3. This program interfaces with STI Office which allows personnel to view : Student & Guardian demographics Entry/withdrawals Attendance Discipline Schedules Grades User must have Adobe Reader installed. You must save as you go or information will be lost. Choose Select or OK or F10. If saving does not come across screen it probably has not saved.

4. Do not use Back and Forward because it does not save data. In most cases, your sign on is your first and lastinitial plus school #.EG. wm0035 First time signing on –Password will be sent to you. You must change it immediately. Do not tell anyone your password. Program will auto-logout after 15 minutes of no activity. You will lose anything not saved. Save as you go.

5. Shelby County Schools Homepage To Log Onto STI SETS To sign onto STI SETS you must do the following: Open Internet Explorer-unless you have changed it, it will default to the Shelby County Web Site. Select Logins

7. This is the sign-on screen you will see after you click logins on previous page.

8. It is important that you change your password immediately. Go to LoginInfo. The following screen will come up.

9. Selected Student Menu Tree The three sections of the screen are described as: 1.      The Menu Tree on the left of the screen.         The Menu tree houses the links you will click to access different areas of the program.        You may not see the same area’s as someone else, due to security restrictions. 2.       The Selected Student portion at the top of the screen.          After a student has been selected, their demographic information will be displayed in this area.          You cannot edit this information in SETS Web 3.       The User Desktop, in the center of the screen.          This will be your work area in STISETS Web.          This will be the only area you will enter data. User desktop

10. Displayed in each of theses areas are three icons:Min: Click the Minimize button to reduce the selected section of the screen. Res: Click the Restore button will return the screen to its original view.Max: Click the Maximize button to enlarge the window to its maximum size. ·You will only maximize the User Desktop This program was designed for screens at 1024 X 768

11. USER DESKTOP Desktop Overview In the SETSWeb 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. Relationship A user’s caseload is set up based on the relationship that user has to a student. For example: If you are 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 by the manager from the Caseload Assignment option, outlined in the Utility Desktop. Relationship Column Status Column Status Filter Selection; Dropdown Relationship Column Status Column Status Filter Selection; Dropdown Click to access progress report, process manager or student folder Active: Students who are currently in the Special Relationship Column Education program. Inactive: This status is used when a student withdraws from school, is not eligible, is not accepted for testing, or is dismissed. Referred: Awaiting approval or in process for Special Ed. services.

12. Student Information Student demographic information (Name, Number, School Name, SIS status, Date of Birth, Age, Grade, Home Room, Entry/Withdrawal Date, Gender and Race) is “owned” by STIOffice. This data is not editable within STI SETS. It must be modified in the STIOffice by your registrar. 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: • Student Name: Pulled from STIOffice. • Student Pictures (if available): Pulled from STIOffice. If your school does not use pictures, this area will display as a large X. • Student ID: Pulled from STIOffice. (59 #) • School Name and Code: Pulled from STIOffice. • SIS (Student Information System) Status: The student’s status in STIOffice. If a student is marked Inactive or Withdrawn in STIOffice, the SIS status should be Inactive

13. Demographic Information Continued • • Special Education Status: The status of the student within STI SETS. This • is set within the student folder in STI SETS by manager. • • Date of Birth: Pulled from STIOffice. • • Gender: Pulled from STIOffice. • • Age: Pulled from STIOffice. (CRITICAL that this is CORRECT) • • Grade: Pulled from STIOffice. • • Home Room Number: Home Room is set up in STIOffice. Home Room teachers are • not displayed in SETSWEB. • • Entry/Withdrawal Date: This will list the entry/withdrawal dates entered in • STIOffice. Should say 8-7-08 • State ID Number: Pulled from STIOffice (19….#) • • Race: Pulled from STIOffice. • • Exceptionality: Must first be set in the student folder by manager within SETSWEB. • • LEA Number: Pulled from STIOffice. • • LEP: Pulled from STIOffice. • Migrant: Pulled from STIOffice.

14. • Record of Access: You will notice a Record of Access link at the bottom of the selected student area. Simply click on this link to view and add entries to the electronicrecord of access. You have the ability to print the record of access here or from the Reports Desktop. (STI SETS is designed to enter automatic entries for anyone who selects the student and is not the Case Manager for a child.) • Student Progress: This is located under the demographic data to the right of the screen. This is the way a teacher can access the students progress. It can also be accessed from the user desktop under progress. • • Services: The Services link provided in the bottom rightcorner allows the user to view services provided for the selected student.

15. This is a read only page for teachers. Please review every student file you have on your caseload to make sure all of the critical areas are filled in correctly.

16. Every form is accessed through the processmanager. It is located under the student desktop. You can also get to a students’ process manager by double-clicking on the student’s name on the user desktop or by clicking on processes at the bottom of user desktop. Double click on student’s name

17. Process Manager The Process Manager allows the user to view and manage all processes assigned to a student. A Process is defined as a group of 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.

18. Perform the following steps to assign state-defined processes and to track Special Education forms: • Upon login, the teacher’s Caseload will be displayed onscreen. Select a student by double-clicking on the student’s name. • At the next screen, click Insert to assign a process to the selected student. Insert

19. o On the next screen, click the down arrow to select the specific process, such as Referral Process. Then click OK to save. • The screen displays the selected process. Once a process is begun, all the forms that need to be used for a student in that process should be marked “completed” in that process. In other words, if a referral process has been opened and data entry has begun, there is no need to go to the IEP Process to complete an IEP. If needed at this point in the special education process, users should complete the IEP that exists in the referral process.

20. The buttons on the left are defined as follows: o Insert: Allows the user to attach a new process to a student. If a process is not listed after Insert has been clicked, verify that the process is not already open for the current student. o Delete: Allows the user to delete a process from a student’s file. NOTE: If you have completed ANY forms in the process you cannot delete the child. o Deactivate: Can only be done by managers. o Complete / Re-Open: This button may display differently depending on the process you are working 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. NOTE: You cannot open the another process that is the same until the previous one has been completed o 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.

21. A process must be marked “complete” if another of the same kind is to be used in the future. For example, if an annual IEP process is not completed, then another annual IEP process cannot be opened when a given student needs it. In order for a process to be marked “complete”, all opened forms within the process must be marked “complete”. If a form is open and then it is determined that the form is not needed in the process, the form can be removed by goingto Edit and Remove Form.

22. All forms needed in the Process should be displayed on the screen. A colored square icon displays to the left of each form. Rest the mouse cursor on any icon to display descriptive screen tips and the version and form number for the selected form. o Green: Designates a form that 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 is completed. o Red: Designates a Completed form. No changes are allowed except through creating an Amendment. o Blue: Designates Open (Amendment). This is a previously completed form with an Amendment attached. o Purple: Designates A Completed Amendment. All amendments must be completed after the meeting. .

23. 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. Errors will prompt the user to enter required information before completing the form and fields with errors will be highlighted for easy identification. No changes will be allowed after this option is picked unless amended. • Print to PDF: Allows user to preview a form in .PDF format for printing. • 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 your keyboard. Hold this key down and select each additional form to be printed.

24. Edit Menu • Check Spelling: Select this option (or press the F7 key) for spell checking. • 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 Completed form from an incorrect process to the correct process.

25. 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. o Go to Edit and select Move Form. The screen shown below will appear, listing the process to which the form is to be moved. 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 is an additional rule for moving aform: 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 is over 30 days (excluding those month), a new process must be added and the form must then be recreated. • Create Amendment: An Amendment may be created to make changes on a completed form. • Annotate Process: Allows user to record commentary on the forms and process.

26. Working on a Process When working on 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. 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. Some forms may feature hyperlinks, such as AL Learning Exchange, as shown in the screen shot of the goals page of the IEP, on the right..

27. AL Learning Exchange: A link to the ALEX (Alabama Learning Exchange) Web site is provided for users who would like to develop Annual Goals and Benchmarks based on Alabama standards. To access the Web site, click on the blue AL Learning Exchange link. Then click Courses of Study.

28. Include standards, strengths and weaknesses, and impact statement of how the disability impacts their participation in the regular class. An IEP checklist is available for your use. Also include parent concerns. NOTE: Be careful when doing IEP’s that you get the dates and schools year and grades correct. If IEP goes over 2 schools years put both of them.

29. Entering Progress To enter records of progress for a student, do the following: • Select the student for whom progress is to be entered. • Click on the Student Progress button located between the Record of Access and Service button on the main Select a Student screen. You can also enter student progress expanding the Student Desktop link and click Student Progress.

30. Progress Report cont… Entering data on progress reports have just gotten easier. Go to task bar on the left of the page and select enterprogress.

31. This screen comes up It will default to whoever is logged in. Set your school and hit refresh.

32. This screen comes up next You caseload should show. Select the progress period you want and fill in your data from the drop down fields. Add any comments you want and save. Do the same for each student. You can also enter data using the other ways mentioned in a previous slide.

33. This is what the Annual Progress Report Looks Like

34. Student Services Screen The Special Education tab must be addressed prior to marking the goals page complete. All other tabs are optional. All services entered will appear on the goals page of the IEP, except data entered in the last tab (Screenings/Evaluations). This tab is used to enter data for screenings or evaluations that are Medicaid billable. This screen is used for entering student services. Eight tabs are available at the top of the screen: Five options are currently available at the left side of the screen for adding or changing student services: • Insert: Click this button to add a service. • Change: Select a service and click this button to make changes. • 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. • Close: Designates that the service has been fulfilled and may be closed. DO NOT CHECK THIS BOX • Tasks: All tasks for services may be entered here. If you are submitting claims to Medicaid, you must enter the tasks here.

35. Attach/Detach All services are attached to a goal. This is 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. Note: A goal page can’t be removed / deleted if a service is attached. If you make a mistake detach service and then delete.

36. Inserting a Service Service Type: Only primary speechonly uses this drop down. All others are blank. • IEP Begin Date and IEP End Date generates from Profile page. Service Frequency Type: Click the drop-down arrow to select whether the service will take place on a weekly, monthly, daily, etc., basis.

37. • Frequency: Enter the number of occurrences within a given time. Samples of Service Frequency Types and Frequency are shown in the following table. YOU MUST FOLLOW THIS CHART!

38. • Service addresses which previously determined student diagnosis: Only Medicaid providers can put in diagnosis. Note: All Medicaid billable services require a Student Diagnosis to be entered. (Medicaid) • Service Details: Enter any relevant information pertaining to services, if applicable. • Location: Click the drop-down menu to select a location. • Amount of Time: Enter the amount of time (in minutes) that will be provided for this service per session. It is understood it is not cumulative. • Beginning and ending date must be entered for length of service. • Click OK when finished. Put in specific details about service

39. To create a service, simply click on the Insert button. For both the Special Education tab and the Related Services tab, a Service Type field is the first field in the window to be addressed. a. In the Special Education window, select the service type from the drop down box which will have only two choices: “speech therapy” and a blank. 1) If you have a student with any disability, other than SLI, the user will select “blank” from the drop down and manually enter the actual service provided in the Service Details field. For this student, speech therapy is a related service, and those services should be entered under the Related Services tab. a) If the user needs to create a speech goal page for this student (where the Area field at the top of the page is articulation, for example), then he/she must enter the speech service in Related Services, and must also address the Special Education tab because it is required to complete each goal page. b) This will require the user to enter, for example, “See RelatedServices” or some similar directive in the Special Education field. This entry will satisfy the program’s requirement that this field is addressed. Only enter “see related services” if the Special Ed. teacher will not also assist with the service. Usually that would just be artic, voice or fluency.

40. If you have a student with Speech and Language Impairment, as identified on the eligibility report, the user must select “speech therapy” from the pick list and then address the details of his/her special education (which for this child will be speech therapy) in the Service Details field. These details must be manually entered into the program. For such a student, related services would be comprised of services other than speech, such as physical therapy, occupational therapy, etc. Speech for this child is Special Ed not related services. In the Related Services window, select from the pick list, the service to be described. The only related services to use from drop down menu in Shelby Cty are: Itinerant Hearing, Itinerant Vision, OT, PT, Speech, Vocational Rehab, Orientation and Mobility, Adapted PE.Any others in list are not used in Shelby County.

41. 5. The Service Details field contains the description of the specially designed instruction required by the student Amount of time a. In the Student Services section, amount of time can be entered for all tabs but is required on Special Education Services and Related Services tabs. b. Amount of time to be listed is per session only, not cumulative over the course of a week, month, school term, etc.

42. Miscellaneous Notes 1. The list of services for each service type is not cumulative for all that are entered. For example, the same occupational therapy related service might exist for a student for a reading goal and for a math goal. Under each goal it might be assigned as two times per week. The student only receives the service twice a week not four times. This service would be attached to both goals. Remember to consider this when calculating Least Restrictive Environment so as not to misrepresent time outside the regular classroom as double what it actually is. 2. Routine accommodations should be listed under “Supplementary Aids and Services”, not “Accommodations Needed for Assessment”.

43. Signatures On All Forms • 1. On each field requiring a signature , you first need to type an asterisk (*) in the blank and then type in the name. If you know that the parent will not attend, put a # sign indicating that they will not be in attendance. • 2. Typing the above place holders will allow the form to be completed and printed without the DRAFT watermark, and will allow enough room for participants to sign the printed copy. • 3. Keep the printed copy on file in the LEA. • 4. Give the parent a copy. • NEVER SIGN A FORM THAT SAYS DRAFT!

44. Amendments • Amendments can be made to documents in Complete status. • To make amendments: • 1. Reopen process. • 2. Open the form to be edited. • 3. Click on the word edit in the upper left corner of the form window. • 4. Select “Create Amendment”. • 5. Make the desired changes. • 6. Save. • 7. Complete document. • 8. Complete process. • B. A form that has been amended will be stamped with the word “Amended” in the upper right corner of the form. • C. To view the history of amendments to a form: • 1. Go to Edit • 2. Select View Audit Trail. Amendments are listed by the dates they were created. • D. A copy of an amended IEP must be given to the parents.

45. Reports Caseload • Look at your menu. Find Reports Caseload and click on it. A screen will appear that looks like the next slide. • This give you the option of running many reports for your caseload only.

46. Notes on Reports • Information in reports is drawn from the data in the student folder. • The size of the mailing label is the Avery Standard 5160.

47. Reports (Caseload) STI SETS provides many pre-loaded report options. 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. Highlight the desired report on the left side of the screen. • The user is required to select a school. • Click the down arrow to select the Output Format. o PDF brings up Acrobat Reader. o RTF brings up Microsoft Word. o XLS brings up Excel Spreadsheet.

48. THEEND