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Special Education Self-Review Training Entering Findings into the SESR Software March 2008. California Department of Education. Before You Begin. Make sure of the following: PLEASE READ THE DETAILED SOFTWARE MANUAL .
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Special Education Self-Review Training Entering Findings into the SESR Software March 2008 California Department of Education
Before You Begin • Make sure of the following: • PLEASE READ THE DETAILED SOFTWARE MANUAL. • The Monitoring Plan has been approved by CDE and the relevant data entered into the SESR software. • The forms used to conduct the SESR were generated using the approved Monitoring Plan. • The Summary of Non-compliant Findings has notations in each section of the form, either: • NC findings; • A statement that the area was assessed and there were no non-compliant findings; or • A statement that the area was not assessed for that student because it did not apply.
When the software is started, a log on screen will appear. It requires four items – USERNAME PASSWORD DISTRICT and DISTRICT PASSWORD
The USERNAME is "SESR" The PASSWORD is "0708" Enter the DISTRICT name. There is a pull-down list. There is an individual PASSWORD for each district to protect student confidentiality. Your CDE Consultant Will provide you with the District Password. Once these have been entered, select and click "OK".
Phase II-Enter Student Data and District Findings includes a number of functions: • Entering new students- students not included in the CASEMIS data download; • Editing entries of new students; • Entering findings at the student and district level; • Editing findings; and • Previewing and Printing Reports.
To enter a new student (one not included in the software), select and click the first button.
Under INSTITUTIONAL IDENTIFICATIONselect the District of Service and School. Enter demographic information about the student under STUDENT DEMOGRAPHICS.
To edit information about a student who has been entered select and click the second button.
Select and click the "EDIT" button and the software will open the fields that are available to edit. The software also allows a newly entered student to be deleted using the "DELETE" button.
FAKE The software does not permit the user to edit information about students imported through the CASEMIS data download.
To enter student level findings, select and click "Student Level Forms".
Begin by selecting the student whose findings are to be entered. Use the drop down list. Be sure to open every area that was reviewed for a given student whether or not there were non-compliant findings.
Once the student is identified, the user needs to identify what items (School Age, Preschool, or Infant) or what section of the reviewed student record form needs to be entered (English Learners, IEP Implementation, etc.).
The School Age Reviewform is organized into sections. The School Age section includes items that apply to all students. These must be evaluated for all school age students. Other sections include items that apply only to some students (e.g., Low Incidence, English Learners). If the items apply to the student, then the additional items in the special sections must also be entered into the software.
If an item is marked Non-compliant or Not Applicable, the reviewer must record the reason for making their determination. Record findings in the appropriate section of the Summary of Non-compliant Findings Worksheet form. Enter the Item Number; whether the Item is NC or NA; and the reason (what was observed) for making the determination of NA or NC.
School Age Review Items Recording findings in the proper section of the Summary of Non-compliant Items form facilitates accurate entry in the software.
The School Age area in the software corresponds to the School Age section of the student record review form. This section must be completed for all students who are school age. Once the School Age button is selected the "Enter A Finding" window appears. The window will only display items that were on the record review forms. The window includes information about the Item. And it includes several ways to navigate through the items.
Use the navigation buttons or the drop down box to find the item you wish to enter for the student.
When the entry is complete select and click on "SAVE". The software assumes the item is Compliant unless a finding is entered. Press "Non-Compliant" or "Not Applicable" to enter a finding for that student on that item.
NOTE: If a student has been reviewed but there are no "Noncompliant" or "Not Applicable" findings, you must pull up the student’s name and select and click "SAVE". The software will automatically default to Compliant. This insures that the software records that the student has been reviewed and creates an accurate student count. The software will indicate that the finding is saved. Select and click "OK" and the screen will be set to enter another finding.
Use navigation buttons to find next item. When completed with all items for that student, select and click "RETURN TO SELECTION" button.
The software will ask if all items have been entered for this form. If completed, enter "Yes". It is important to enter this information correctly as it is needed in several of the reports generated by the software.
If completed, there is a COMPLETED indicator in green next to that form area.
If the user entered "NO" (not completed), there is an INCOMPLETE indicator in red next to that form area.
To continue entering student data, the next area to be entered is selected and clicked.
Use navigation buttons to locate items, enter findings, and go on to the next section.
Be sure to open and indicate completion for every area that was reviewed for a child - even if there are no non-compliant findings. The software uses the information to calculate systemic findings and to generate several reports.
To complete sections tested that have no noncompliance - open the section for the student, click on "RETURN TO SELECTION" and answer "Yes" when asked if you have reviewed all of the items on the form.
To select the next student, return to the "Select a Form" screen and use the drop down box to select the next screen.
To enter Policy and Procedure findings – select and click the "District Level Forms" button.
Like the student record, use the navigation buttons to find the Item Number and enter the finding.
Once the finding is entered, select and click the "SAVE" button.
Like the student record, indicate when all of the items have been recorded for the district. If complete, select and click the "Yes" button.
To edit student or District findings select and click the fourth button.
To begin, on the Edit Findings screen find, select and click "Student" or "District".
Student information will appear; findings can be scrolled using navigation buttons.
Selection of "Edit Findings" allows a change from Non-Compliant to Compliant to Not Applicable. Select Non-Compliant and you will be permitted to edit the finding. Selecting and clicking "DELETE" will delete the finding.
To edit District level findings, select and click "DISTRICT". Then "EDIT" or "DELETE" findings in the same manner as for "STUDENT" findings.
To select a report, double click on the button next to the report you want to view or print.
This screen allows the user to customize reports. To change the defaults, select and click on the radio button. Drop down lists will enable the user to select specific subsets to be included in the report. Select and click "Print" or "Preview" to review a report. To export a report, first select and click "Preview".
