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Page 1: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

CALIFORNIA DEPARTMENT OF EDUCATIONJack O’Connell, State Superintendent of Public Instruction

California Department of Education

Special Education Self-Review Training

Entering Findings into the SESR Software

March 2008

Page 2: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 3: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

When the software is started, a log on screen will appear. It requires four items – USERNAME

PASSWORD

DISTRICT and

DISTRICT PASSWORD

Page 4: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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".

Page 5: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 6: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To enter a new student (one not included in the software), select and click the first button.

Page 7: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Under INSTITUTIONAL IDENTIFICATION

select the District of Service and School.

Enter demographic information about the student under STUDENT DEMOGRAPHICS.

Page 8: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To edit information about a student who has been entered select and click the second button.

Page 9: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Select the student from the drop down list.

Page 10: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 11: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

The software does not permit the user to edit information about students imported through the CASEMIS data download.

FAKE

Page 12: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To enter findings select and click the third button.

Page 13: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To enter student level findings, select and click "Student Level Forms".

Page 14: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 15: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.).

Page 16: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

The School Age Review form 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.

Page 17: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Record findings in the appropriate section of the Summary of Non-compliant Findings Worksheet form.

If an item is marked Non-compliant or Not Applicable, the reviewer must record the reason for making their determination.

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.

Page 18: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

School Age Review Items

Recording findings in the proper section of the Summary of Non-compliant Items form facilitates accurate entry in the software.

Page 19: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 20: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Use the navigation buttons or the drop down box to find the item you wish to enter for the student.

Page 21: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

When the entry is complete select and click on "SAVE".

Page 22: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

The software will indicate that the finding is saved. Select and click "OK" and the screen will be set to enter another finding.

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.

Page 23: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Use navigation buttons to find next item. When completed with all items for that student, select and click "RETURN TO SELECTION" button.

Page 24: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 25: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

If completed, there is a COMPLETED indicator

in green next to that form area.

Page 26: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

If the user entered "NO" (not completed), there is an

INCOMPLETE indicator in red next to that form area.

Page 27: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To continue entering student data, the next area to be entered is selected and clicked.

Page 28: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Use navigation buttons to locate items, enter findings, and go on to the next section.

Page 29: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 30: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 31: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To select the next student, return to the "Select a Form" screen and use the drop down box to select the next screen.

Page 32: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To enter Policy and Procedure findings – select and click the "District Level Forms" button.

Page 33: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Next, select and click "Policies and Procedures".

Page 34: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Like the student record, use the navigation buttons to find the Item Number and enter the finding.

Page 35: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Once the finding is entered, select and click the "SAVE" button.

Page 36: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Select and click "OK".

Page 37: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Like the student record, indicate when all of the items have been recorded for the district. If complete, select and click the "Yes" button.

Page 38: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To edit student or District findings select and click the fourth button.

Page 39: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To begin, on the Edit Findings screen find, select and click "Student" or "District".

Page 40: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Select a student using the pull down list.

Page 41: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Student information will appear; findings can be scrolled using navigation buttons.

Page 42: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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.

Page 43: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To edit District level findings, select and click "DISTRICT". Then "EDIT" or "DELETE" findings in the same manner as for "STUDENT" findings.

Page 44: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To View or Print reports, select the last button.

Page 45: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

To select a report, double click on the button next to the report you want to view or print.

Page 46: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

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".

Page 47: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample report – Student Listing

Page 48: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample Report - Students with Findings

Page 49: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample - Item List of Students with Findings

Page 50: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample - Summary Item List

Page 51: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample – District Findings List

Page 52: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

School Age Infant Items Not Reviewed

Preschool Items Not Reviewed Ident. & Init. Assessment Completed

Suspension Expulsion Not Reviewed Low Incidence Not Reviewed

English Learners Completed African American Not Reviewed

Transition Not Reviewed Behavior Intervention Plans Not Reviewed

Ed. Benefit Completed IEP Implementation Not Reviewed

OHI/Diabetes Not Reviewed

Sample – REVIEW FORMS COMPLETED record report

Page 53: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

The accuracy of the POTENTIAL SYSTEMIC REPORTS is based on:

1) Complete data entry for all students – including

opening and completing all forms tested; and

2) Using the appropriate compliance threshold/ tolerance value.

Page 54: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Once the POTENTIAL SYSTEMIC REPORTS report has been selected, the software will ask for the Non-compliance Tolerance. This value can be found in the same table that was used to establish the number of student records to be reviewed.

Page 55: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

What is the Non-compliance Tolerance Percentage?

Special Education Self-Reviews: Selection of Student Records

Enrollment Group

District SizeNumber of Special

Education StudentsRandom Sample Size (Number of SE Files)

Non-compliance Tolerance

Percentage

Sample of Infant/

Toddler Files

Sample of Preschool

Files

1 150,000 + 4,158 – 19,950.5%

up to 8025 8 8

2 30,000 – 149,999 2,055 – 16,4382%

up to 7022 7 7

3 15,000 – 29,999 975 – 3,4983%

up to 6019 6 6

4 5,000 – 14,999 400 – 1,8308%

up to 5016 5 5

5 1,000 – 4,999 60 - 68230%

up to 4013 4 4

6a 1 – 999 20 - 12950%

up to 3010 3 3

6b LESS THAN 20 NONE 0 0 0

Page 56: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample – Potential Systemic Report

Page 57: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample – DISTRICT Item List of Findings

Page 58: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

School Age 27 Infant Items 2

Preschool Items 3 Ident. & Init. Assessment 14

Suspension Expulsion 1 Low Incidence 6

English Learners 7 African American 9

Transition Not Reviewed Behavior Intervention Plans Not Reviewed

Ed. Benefit 5 IEP Implementation 10

OHI/Diabetes Not Reviewed

Sample – REVIEW FORMS COMPLETED record report

Policies and Procedures 1

SELPA Governance 1

Page 59: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Smith

Wesson

Smilodon

Remington

Meade

Smith

Wesson

Sample – OVERALL FINDINGS REPORT

Page 60: CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self-

JACK O’CONNELLState Superintendent of Public Instruction

Sample – Systemic List