SuperSTARS Basic Training

1. SuperSTARS Basic Training Provider Refresher August 2011

2. Send requests for login credentials and questions to: • SuperSTARS@ITDetails.com

3. SuperSTARS • Providers do not enroll students in SuperSTARS. The district assigns students to specific providers for specific periods • Providers can see their assigned students on-line at any time (Rosters) • Providers enter ILPs and student attendance on-line

4. SuperSTARS • SuperSTARS provides “official billing reports” that account for attendance exceptions by the districts and for student PPA use • Providers are able to see these adjustments on-line • Students without approved ILPs will not be included on the official billing reports

5. Accessing SuperSTARS • Go to https://www.programtracking.com/SuperSTARS • Don’t forget the “s” at the end of http! If you do, you will be trying to log in to STARS, a separate system! • Set a bookmark or favorite after arriving at the site. • Enter your username and password and click “Login”.

6. “Home” Link Clicking “Home” on the blue bar at the top will always bring you to the start page (the Main Menu).

7. Basic State Functions • State Users MUST • Define SES Districts • Set District PPAs • Define SES Providers • Define SES Schools • Set provider rates in each district

8. Basic District Functions • For each program year Districts MUST: • Enter or update student records • Enable providers in their district • Assign students to providers • Review and approve ILPs • Review and print official billing reports • Districts SHOULD • Verify attendance entered by providers • Districts MAY • Track the status of applications received

9. Provider Functions • Providers MUST • Complete ILPs • Enter student attendance • Submit sign-in sheets • Sign-in sheets can be printed from SuperSTARS for students entered into provider bins. • Providers can also use their own district and state-approved sign-in sheets.

10. Rosters • Rosters show the students that a provider is/has been authorized to provide services to by a district. • There are two types of rosters • Daily roster – shows the students assigned to your program on a particular day. You can only enter attendance for days on which the student appears on your daily roster. • Historical roster – shows students assigned to your program at any time during the program year.

11. Rosters • Daily Rosters show students assigned to your program on a specified day. • The roster also shows the start and end dates of the student’s assignment to your program.

12. ILP Entry Select ILPs on the home page

13. Provider FunctionsILP Entry After selecting the program year, district, and ILP status to view (All, Incomplete, …) click “Search ILPS.” A list of matching students will be shown. Click on the name of the student that you want to work with. If you choose “All” then a blank in the ILP status column indicates that an ILP has not been created yet. An “incomplete” indicates that the ILP exists but has not been marked as complete by the provider.

14. ILP Entry ILPs are completed on a single-page form. Enter information as needed, including pre-test scores and student GLEs. When you are done, be sure to click “Save” to save your changes. When the ILP is ready for district review, check the box at the top of the form to put it in the district’s review queue.

15. ILP Status ILPs can have no status (meaning they have not been created), or a status of incomplete, waiting approval, approved or disapproved. Disapproved ILPs can be edited and re-marked as complete to put them back in the District’s approval queue.

16. Provider FunctionsILP Status

17. ILP Status Provider Sees District Sees

18. Provider FunctionsAttendance Entry

19. Attendance Entry Specify the program year, district, and month/year of attendance. A list of students assigned to your program in that month will be displayed when you click the “Filter by Last Name” button. Click “Select” on the student’s row to open the attendance records for that student.

20. Attendance Entry Enter the hours and the subject for each day the student attended.

21. Bins and Sign-In Sheets • “Bins” are used to make collections of students to work with • A bin often corresponds to a specific site or class • Students must be in bins in order to print sign-in sheets from SuperSTARS

22. Bins and Sign-In Sheets • Existing bins are shown at the top. You can assign a bin-level user to bins with the “edit” link • Add bins in the middle of the page. You may assign a bin-level user at this time. All bins are accessible to Provider SUs so bin-level users assignments are not required. • Students must be in bins in order to print sign-in sheets from SuperSTARS

23. Bins and Sign-In Sheets • Students are assigned to bins at the bottom of the page. • Enter all or part of the student’s last name and click “Filter” to return a list of matching students. Leave the name filed blank to return all students. • Assign a student to a bin by clicking “Edit” on the student’s row. Select the bin to assign them to and click the “Update” link.

24. Bins and Sign-In Sheets • Access sign-in sheets from the button on the home page • Specify the bin that you want to print sheets for • Specify the sign-in sheet format by pressing the appropriate button at the bottom

25. Bins and Sign-In Sheets • There are currently three types of sign-in sheets: • Weekly sign-in sheets for per-student forms for a week beginning in the date that you specify • Daily sign-in sheets that print all students in the bin for the day specified • Monthly sign-in sheets • The format that you should use will be specified by the state.

26. The Monthly Attendance Status Report • The Monthly Attendance Status Report gives you a quick overview of attendance data status • Click the “Attendance” button on the home page

27. The Monthly Attendance Status Report • Click the Monthly Attendance Status Report Button

28. The Monthly Attendance Status Report • Specify the district, provider, program year, month and year as needed • Then click the “Return Results” button

29. The Monthly Attendance Status Report student ILP status black digits – attendance is unlocked clear background – attendance has not been verified or excepted Attendance does not have to be verified to appear on the Official Billing Report. In this example, that report would show that the provider would be reimbursed for 16 of the 20 hours entered for Kevin Hackenjous, because only 4 hours have been excepted.

30. Automatic PPA Adjustments In October two of T-Provider 1’s students exhausted their PPA. Note the revisions to the charges.

31. The Official Billing Report • The SuperSTARS Official Billing Report is the onlyapproved billing document. • Providers can see attendance verified (approved) or exception (disapproved) status on-line. • Adjustments due to PPA exhaustion are also shown. • NOTE: Accurate PPA tracking depends on timely and accurate data entry by the providers. Districts should complete a monthly billing cycle for all providers before beginning on the next month. • SuperSTARS tracks student PPA used even if there have been multiple providers of services to the student.

32. District-Provider Cooperative FunctionRECOMMENDED Invoice Reconciliation Process Provider informs District that all attendance is entered and ready for review. Provider submits required hardcopy verification documents (sign-in sheets) District LOCKS provider’s attendance data for the period under review District verifies or takes exception to each attendance entry* District informs provider that data is ready for review and UNLOCKS UNVerified, NonZero attendance. Note that this unlocking mechanism prevents providers from entering “late” attendance after the verification process has begun. PROVIDERS: be sure that *all* of your attendance is entered by the district’s deadline! Provider reviews exceptions and make corrections/takes corrective action as allowed by the District, and notifies District on completion

33. District-Provider Cooperative FunctionRECOMMENDED Invoice Reconciliation Process District reviews exceptions and reverses where acceptable changes have been made At this point District and Provider should be able to agree on the adjustments that are made. Additional iterations are the District’s option District LOCKS provider attendance data for the period District prints out final period Official Billing Report as basis for payment

34. District and ProvidersILPs and Billing Reports If a student does not have an ILP approved by the district, that student’s hours will not show on the official billing report.