STISETSWeb NM User Manual
Contents
1. Level e LRE Click the down arrow to select the student s Least Restrictive Environment e Case Manager The name of the teacher who will be responsible for maintaining the student s Special Education record will be displayed in the field e Exceptionalities Click this link to enter the students exceptionality or multiple exceptionalities e Exceptionality Cause From the drop down arrow select the appropriate cause if the student s Exceptionality is Visual Impaired Hearing Impaired Deaf Blind or MD e IEP Begin Date Enter the IEP Begin Date e Re Evaluation Date Enter date e Special Ed Exit Date Enter date e JEP End Date After the JEP Begin Date has been entered this date will automatically populate e Re Evaluation Due Date Enter date e Special Ed Exit Reason If the student has exited please select the appropriate reason e Referral Code Select the referral code from the drop down list e Hearing Impairment Level Select the appropriate level of hearing from the drop down box e Transition IEP Status Select the appropriate IEP status from the drop down box e Referral Date Enter the student s Date of Referral e Vision Impairment Level Select the appropriate of vision from the drop down box e Special Education Transition Select this checkbox if IEP has addressed need of transition services e Expected Graduation MonthYear Enter the appropriate date 18 e STISETSWeb Ne2. the dates are written to the folder The purpose of the folder is to house the most current information on Special Education students e Assign Case Manager By default the person logged in is assigned as the Case Manager To change the default click the blue plus icon near the upper left corner of the Case Manager field e After entering data in the appropriate field click Search e Highlight the name of the desired student and either double click on the name or click Import e When you click on Import you will receive a message that says These student s have been found in SETS that may match the one you are attempting to import Do you still want to import Click Yes to import or click No to cancel the procedure Important Note If a student record is not in STIDistrict Workstation the record will not be in STISETS Web Students already in STISETS Web will NOT appear during the Create a Student Folder process Caseload Assignment The Caseload Assignment area is used to create the Special Education relationship s between staff members and particular students The student listed at the top of the screen is the student with whom the user is working A staff member may be associated with a student in multiple ways All assignments are performed here except assignment of a Case Manager Record of Access Caseload Assignment Staff Name Relationship 4a Employee Student Assignment Web Page Dialog Employee Stud
3. 2008 STISETSWeb NM Student Folder Create Student Folder Creating a Student Folder introduces a student to the Special Education process As forms are completed in the program the dates are written to the folder The purpose of the folder is to house the most current information on Special Education students Note If a student record is not in STIDistrict Workstation the student will not be listed in STISETS Web Student Folder Testing Information Events y Basic Information Status Service Level LRE Active he be v Case Manager gt Exceptionality Cause Exceptionalities J IEP Begin Date Reevaluation Date SpecialEd Exit Date MM dd yyyy MM dd yyyy MMiddiyyyy IEP End Date Reevaluation Due Date SpecialEd Exit Reason MMiddiyyyy MMiddiyyyy v Referral Code Hearing Impairment Level Transition IEP Status v Y vi Referral Date Vision Impairment Level Special Education Transition MM dd yyyy v Expected Graduation Month Year MM YY Living Setting Vi Part B Part C O Part B Parental Consent For Initial Eval Initial Eligibility Determination MM ddyyyy MM dd yyyy Part C 90 Day Transition Eligibility Determination Initial Placement MMiddlyyyy MMiddlyyyy MMiddiyyyy p Non Compliance Reason IEP Implementation MM ddiyyyy one Y Local intranet Summer Fall 2008 STISETSWeb NM Housing the most current date information on studen
4. OWLS Oral Written Lang Scales SB SB IV SB IV SB5 5B 5 5B 5 551 3 SSI 3 Stutter Severity Instrument IF Torrance Figural Torrance Figural TY Torrance Verbal Torrance Verbal u UNIT UNIT wW WISC III WISC III WIV WISC IV WISC IV XXX XXX XXX Summer Fall 2008 STISETSWeb NM Example If the Insert Change and Delete buttons do NOT appear next to the codes listed for a selected category that code category is locked If the Insert Change and Delete buttons do appear next to the codes listed for a selected category that code category is editable When a code needs to be edited the user should first modify the State Code and then modify the District Code To customize the selection list of Assessment names select Utilities and then go to the subcategory Code Desktop STI_0725081435 Select State Codes Select Eligibility Name of Assessment category o Click Insert and enter Code Name and Description Disregard the Federal Codes o Click OK to save changes Select District Codes and Eligibility Name of Assessment category STISETSWeb New Mexico e 11 o Click Insert and enter Code Name and Description Then select the code you previously entered into state codes from the State Code drop down box Managing Student Data Student Maintenance Create Student Folder Creating a Student Folder introduces a student to the Special Education process As forms are completed in the program
5. assignment for employees who serve students in multiple schools This will enable speech therapists gifted teachers etc to access their caseloads from one login After initial security groups have been assigned supervisors will have the option to add or remove rights as needed for individual employees Since student by student security assignment is allowed supervisors have many options available for securing confidentiality of student records Security groups are defined by the user s level of access to the program The administrator may view Groups Users in each Group and Group Set Up As shown below as a group is highlighted in the left box the users in the selected group are displayed in the right box Note If users are not assigned security groups they will have no options upon logging into the program Security Groups are pre installed in the software These vary from state to state The most common groups are as follows e Managers Employees assigned to this security group have full access to the software for managing records in their school only Managers have full access over student records and managing the STISETS Web software in their school e Teachers This security group was designed for classroom teachers providing the ability to manage all students in the teacher s caseload Whether employees serve in the capacity of case manager related service provider Special Education teacher psychometrist etc all s
6. initial Evaluation MISC MISC Reevaluation Reevaluation 20 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM Selecting The Student Process Manager allows the user to view and manage all processes assigned to a student There are five buttons located on the left side of this screen Processes for Selected Student Open Forms The next screen displays the selected process The buttons on the left are defined as follows Insert Allows the user to attach a new process to a student Delete Allows the user to delete a process from a student s file if no forms have been completed in that process Deactivate Allows the user to deactivate a process A user may deactivate a process with open or completed forms but the user should be cautious when using this option THIS PROCESS IS IRREVERSIBLE When a record is deactivated the program notes the deactivation in the Record of Access Only users with Administrator or Manager rights have the ability to deactivate a process Complete Allows the user to finalize a process AFTER all required forms have been completed After a process has been completed the description of the Complete button changes to Re Open Re Open Allows a user to return to forms processes that have been previously completed Forms Allows a user to display all forms in the selected process After highlighting the JEP Process click the Forms button at the lo
7. to this tab and then STIOffice Integration will populate to STIOffice under the User File NMSP_2 Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 19 Change Case Manager This option allows the user to change a student s Case Manager Only users with Administrative or Manager rights will have this option e After selecting this menu option the user may search by School Last Name or First Name Enter the desired criteria and click Search e Once the desired employee name is highlighted click Select min res j max Select the new Case Manager School Last Name First Name search_ elec All Schools v Teacher Number First Name Last Name Process Management All state defined processes are contained in the STISETSWeb software A Process is defined as a group of forms that should be completed within a specified period of time The Process Manager menu is the location of all processes and therefore this menu area is the teacher s primary workplace within the program When a user with Teacher rights logs on the user s caseload will display on the opening screen From this opening screen a user may begin selecting a student assigning the Process and working on forms Below is a screen shot of all available processes for New Mexico users Description Behavior Behavior IEP Non Secondary IEP Non Secondary IEP Secondary IEP Secondary Initial Evaluation
8. Charlnstrument CharSubscale DayRange ElSource Eligibility Assessment Eligibility Name of Assessment Exceptionality ExitReason FamilySource Gender Gifted Participation Status Gifted Referral Source Gifted Referral Status HearingScreening IEP Community IEP Cormmunity Living Outcome IEP Employrment Outcome IEP PostEd o Name Title of the location o Description Any notes on this location o Expiration optional The last date on which this location will be used Click Delete to remove a selected location District and State Codes To access this menu option click the plus sign beside Code Desktop and then select District Codes Most of these codes are NOT editable because they are defined by the state Description Automatic Test Administered Charlnstrument CharSubscale DayRange ElSource Eligibility Assessment Eligibility Name of Assessment Exceptionality Exit Reasons FamilySource Gender Gifted Participation Status Gifted Referral Source Gifted Referral Status Hearing Screening IEP Community Independent Living Goal IEP Community Living Outcome IEP Employent Outcome IEP Paostsecondary Education Employment Gaal Description KABC KABC 2 K ABC 2 Delete ABA AAA AAA B KBIT KBIT cT C TONI C TONI GFTA 2 GFTA2 Goldman Fristoe TEst K KAIT KAIT KTEA I KTEA II Achievement Test N I NNAT I NNAT I 0 OTHER OTHER OWLS
9. IEP The Create Amendment feature is used for this e After making any necessary changes you may complete the amended form by selecting Complete Form from the File menu Printing Forms There are two options for printing the IEP Select one of the following from the File menu e Print to PDF This option allows the user to print a single selected highlighted form The example on the following page shows a sample profile page in draft status Note the Draft watermark Once the form is completed this watermark will no longer display e Print Process Select this option to print ALL the forms in a process or multiple SELECTED form s in a process Multiple forms may be selected by pressing the Ctrl key and then clicking on each desired form to highlight it Click OK to continue A preview of the form will be displayed onscreen The process may then be printed by clicking the printer icon at the top of the screen Documents 3 Document Properties Web Page Dialog gt x Document Properties Date Uploaded File Hame psn 272005 Browse Summary E O Um A A 1 Hotes Record will be Added On the Documents screen the user may Insert Change Delete or Download documents that are required at the LEA School level These documents are saved in the database on the district server e To add a document that is not already pre installed with STISETSWeb click the Insert button on the Documents P
10. Security Settings This tab is used to maintain passwords on an administrative level The following options may be edited here o Password Expiration Days This allows for a password to expire in a given number of days In a typical setup the system will require that a user change his her password every 30 to 90 days o Remembered Passwords This is a setting that allows several previously used passwords to be remembered Users cannot use a password more than once o Lock Out Minutes This is the number of minutes for which a user may attempt to sign on If a user tries to log on unsuccessfully for Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 7 this amount of time the account will be locked An administrator will have to unlock the account o Lock Out Threshold This is the number of times a user may attempt to log in with an incorrect password If someone tries to log in unsuccessfully this number of times it will lock the account The administrator will then have to unlock the account e Office Integration This tab is a support tool provided to help administrators manage each school s Office Integration service This tab displays the school school number the date on which Office Integration was last run and the name of the computer hosting the Office Integration service Defining Security Groups The security model for STISETS Web is very robust allowing administrator to set security
11. Summer Fall 2008 STISETSWeb NM Information in this document is subject to change without notice Student and school data used herein are fictitious unless otherwise noted The contents of this document are the property of STI This information is intended for users of the STI suite of products only Reproduction or redistribution of these materials to anyone other than STI customers or users of STI Software is prohibited without prior written consent from STI 2001 2008 Software Technology Inc All rights reserved Microsoft Windows Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and other countries Other product and company names herein may be the trademarks of their respective owners Software Technology Inc USA Technology and Research Park 307 University Boulevard North Bldg IV Suite 400 Mobile AL 36688 800 844 0884 This document was last modified on July 25 2008 Any subsequent changes made to the STI applications described herein will be discussed in the release notes that accompany each product s update Contents STISETSWeb New Mexico 1 About STISETS Webino oe ieee aus e Seah vedio omelet ies 1 Accessing the Program Logging In nsn a a a r eSa 2 Openins Sereeiiseni sanr e E a E a S E 3 User Desktop tacita ri iia 5 Relationship iii ps iaa 5 Student Information eta id 5 Utilities DESO pins bio a o a ici 7 Utilities Desktop Syst
12. age e Click Change to change an existing document e Click Delete to delete a document e Click Download to download a document e Fill out the appropriate text fields in order to have your file added and uploaded Click the Browse button 24 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM STIOffice Integration A variety of non Special Education information is available in STISETS Web This up to the minute data is drawn from STIDistrict and may be viewed by clicking the menu under ST Office Information on the left side of the screen under the Student Desktop menu The following types of data may be selected e Attendance e Discipline e Entry Withdrawal e Schedule e Grades e Guardian Information All information drawn from STIOffice is read only in STISETS Web Any changes to this data must be made from within the STIOffice application The STIDistrict Enrollment program allows users to view real time attendance discipline and entry withdrawal information An upload must occur in order for the remaining pieces of student information to be updated schedule guardian information and grades Reports Desktop Only users with Manager or Administrative rights will have access to this menu The difference between this menu and the Reports menu under Student Desktop is that this menu allows the user to generate a listing of all students in the entire school or district whereas the menu under Student Desk
13. ass Caseload Assignment This utility is used to change relationships from one staff member to another This should be utilized at the start of school or at end of year when students are moving from schools or grades Mass Caseload Assignment is a two step process Mass Caseload Assignment Find Students School All Schools y I Having L Exceptionality Relationship Please select y Hide Processed rn E Student Humber Student Hame Grade LRE Exceptionality Case Manager Processed e The user must first decide which students are to be moved from their current teachers Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 13 e The user should decide which teachers will receive these students e It is easiest to read this area as though it were a sentence Find all students having teacher with relationship or find all grade__ students Then assign them to ___ staff member with the new relationship of To mass move a caseload or relationship e In Find Students search School Grade LRE and or Exceptionality for the students to be moved e Once you have fulfilled the search criteria click the Search button e There is one more search option Assign To Use this feature to define the staff member to whom the selected students are to be assigned The relationship must be defined as well DO NOT click Assign at this point e Select the student from the search
14. box below When the box beside the appropriate student has been checked click Assign e Continue this process until all students have been moved to the appropriate staff member Archive Students This feature is provided to allow users to archive records of students who are no longer receiving services in a district The Archival process is an End of Year procedure The basic action performed during this process is the selection of students followed by the mass exiting of the selected students Archive Students Find Students School Status Grade All Schools v Active hd Last Hame First Name Hot in STI Office T Archive Students Exit Reason and Exit Date will be Set on Student Folder s if not already specified Exit Reason Exit Date Graduated with regular high school dip 71612005 OK El Student Student Hame Grade Sex Sn Ssn DOB SpEd Status e Archiving automatically changes the Exit Reason Archiving does NOT change the status of the student folder o First search the students as previously explained o Check the non STIOffice checkbox to select students who are not in the STIOffice program e Click Search to continue 14 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM e Continue to the Archive Students box Select the Exit Reason and select an Exit Date e Check the box next to each applicable student s name Then click OK Un Archive Students This
15. by entering the exact value sought in the filter value range This may also be used to find unlike filters Example Use the Like option on the last name field and place a in the filter value box This will give you a report of all students with a last name that begins with an A Between Use this filter along with a comma to separate age grade or a date range Sort by this Field Select either No Sort Ascending or Descending STISETSWeb Query Caseload Unlike the previous query this query is designed to build user defined reports based ONLY on an employee s caseload An employee who has been assigned a security role of Teacher will use this report option after login Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico 29 Index A About STISETS Web 1 Accessing the Program Logging In 2 Archive Students 14 B Building Employee File 10 C Caseload Assignment 12 Change Case Manager 20 Create Student Folder 12 17 Creating an Amendment 23 Critical Student Information 15 D Defining Codes 10 Defining Security Groups 8 Delete a Student 13 District and State Codes 11 Documents 24 L Location Codes 10 Managing Student Data Student Maintenance 12 Mass Caseload Assignment 13 O Opening Screen 3 Other Security Group Items 9 Summer Fall 2008 STISETSWeb NM STI_0725081435 P Printing a Report 25 Printing Forms 24 Process Management 20 R Relationship 5 Reports De
16. ctive MANAGER 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 from the Caseload Assignment option outlined in Utility Desktop Student Information Summer Fall 2008 STISETSWeb NM 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 STISETS Web and must be modified in the STIOffice application 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 e Student Name Pulled from STIOffice e Student Pictures if available Pulled from STIOffice If your school does not use pictures this area will display as a large X e Student ID Pulled from STIOffice STI_0725081435 STISETSWeb New Mexico e 5 6 e STISETSWeb New Mexico 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 will be I
17. elect a group and click the Copy button to copy the current permissions from the model group Then rename the new group e Print Print the effective permissions for a selected group To view the current rights for a group select the group and click the Print button e Members Add or remove users from the highlighted security group list or view the current members of a selected group Other Security Group Items e Effective Permissions A tool for viewing individual user permissions No modifications to permissions are allowed from this menu option e Edit Permissions A tool for locking down and editing permissions for entire groups of users This will allow the System Administrator to edit the permissions of a particular group more precisely e Object Types Three different classifications of security in STISETSWeb e Groups Group whose permissions are to be viewed For more information on this please refer to the STISETSWeb User Manual available for download under Documentation User Manuals on the STI Support site at http support sti k12 com documentation default asp user name and password required Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 9 Building Employee File Employee information may be entered in one of two ways Begin by expanding the Utilities Desktop The options that are available are shown below Search Criteria Last Name First Mame Search _Seerch gq Search Incl
18. em Flexiones ile reitera tio 7 Defining Security Groups eiieeii ate o opinion 8 Security Group Edit COMMAN S ooonconccconcnncononnnononononcnnnonncononncnonononn nn non non conc conc nnnncnnno 9 Other Security Group TEMS vecinos else tarea 9 Building Employee Piles toa conil 10 Defining Codes isos lola cto A 10 Location Codes ics sista o oli 10 District and State Codesssi ccsccadencnaistee cosine sesh ousnasision te 11 Managing Student Data Student Maintenance 0 ee eecesecseeecsseceeeseceeesecneeeeceaeeeeeaeeaeeseenees 12 Create Student Polder sissies sc scsssstsscseoue eper E e aE ob e E e Ea eE 12 Caseload Assignment ista doo londres 12 Delete a Studentin erren a e eecheas E a TE E E pins 13 Mass Caseload Assignment esseesesseseesesesesesessesesesteresssseseresteresereesesestenesereeseresereese 13 Archive Students iii 14 Un Archive Student iu is 15 Critical Student Information cece esesecseeeecneeeeceseeeeeseceeesecseeseceaseecsaeeaeesesaeeeeens 15 Student Desktops roenn a A lot 16 Student Folder cui in Be ea a eas RE 17 Create Student Folders issn chet al 17 Change Case Mandala da ah ieee 20 Process Management ii e E it 20 Sel ico 21 Working on Forms in the Process sccssccsseesseeeeeeseeeeceeecesceeeceseceseeeseeeaeenaecnaeeneeeas 21 Creating an Amendment ii E EE EEEE Ea AE a i 23 Printing FOr e E E R E N S 24 DOCUIMENtS semei e isror EEE EEE E E EEEE EAEE EEEE EVEEN EEEE EAE its 24 S T1Office I
19. ent Assignment Staff Member Relationship EJ Eds Y Record will be Added e Select the Caseload Assignment menu from the Utilities Desktop e Make note of the student name displayed at the top of the screen This is the student to whom you are assigning teachers e Click Insert 12 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM e Click the blue plus icon to search for an employee Select the appropriate name and click OK to continue Click the down arrow to select this employee s relationship to the student Then click OK to save Note The types of relationships are pulled from the District Code field Staff Student Relationship e This is one of the few editable codes Delete a Student Occasionally it becomes necessary to delete a student record For example a Special Education Folder may have been created by mistake for a student Deleting a student from the STISETSWeb database does not delete the student from the STIDistrict database or the STIOffice program The only record deleted is the student s Special Education Folder e Select Delete a Student from the Utilities Desktop e After the desired criteria have been entered click Search e Highlight the name of the student to be deleted and click the Delete button on the lower right After deletion the program will return to the User Desktop Note Student records with any Completed forms cannot be deleted M
20. ing the screen for a new report STISETSWeb Query Fields There are three headings that contain text fields and drop down boxes that may be applied to the report Summer Fall 2008 STISETSWeb NM Student Fields Student Demographic fields Select the checkbox to include the information in the report After selecting a checkbox you may filter further by clicking on the text next to the checkbox Folder Fields Data from student Special Education folders Select the checkbox to include this information in the report After selecting a checkbox you may filter further by clicking on the text next to the checkbox Form Fields Data from student forms STI_0725081435 STISETSWeb New Mexico e 27 STISETSWeb Query Filters 3 StuAttr Web Page Dialog Field Hame name Heading Last Name xl ls Contained Within No Sort 2 Ascending C Descending 28 e STISETSWeb New Mexico Filter Properties for Field Lname Less Than or Equal To Greater Than Greater Than or Equal To Sort by this field On Change No Break Group Break STI_0725081435 Filter Value OK Cancel Field Name The name of the field to be filtered will display here Filter Value Use the lower small box to type in the desired filter value Some fields will have associated codes that will appear in the upper filter value box for selection Select Properties for Field In the box at the left highlight a desired filter pr
21. is recommended that only one user have access to the STISETSWeb System File This area of the program should be kept under high security and edited prior to the first day of school or before using the STISETS Web program Utilities Desktop System File System Files eci ice ener Settings Integration FO SIS Integration Scheduled Time InformationNOW WebServices URL Security Offic m Miscellaneous Settings Show Student SSNinactivity Timeout 10 The System File has three tabs for setting up the system Configuration Security Settings and Office Integration e Configuration o Scheduled Time The administrator must set a scheduled time each day for the student STIOffice demographic data to update in STISETSWeb The time set must be AFTER STIDistrict Daisi import uploads are complete o Information NOW Webservices URL Districts that have InformationNOW will enter the appropriate URL o Show Student SSN The district must determine whether student Social Security Numbers are to display within the student folder Check the Show Student SSN box to display Social Security Numbers These numbers will only be seen in the Student Folder on the Services tab o Inactivity Timeout Inactivity logout time may be set here up to 15 minutes If the workstation remains inactive for this length of time the user will automatically be logged out e
22. nactive Special Education Status The status of the student within STISETS Web This is set within the student folder in STISETS Web Date of Birth Pulled from STIOffice Age Pulled from STIOffice Grade Pulled from STIOffice Home Room Number Home Room is set up in STIOffice Home Room teachers are not displayed in STISETS Web Entry Withdrawal Date This will list the entry withdrawal dates entered in STIOffice Gender Pulled from STIOffice Race Pulled from STIOffice Exceptionality Must first be set in the student folder within STISETS Web LEA Number Pulled from STIOffice Lookup The Lookup button provides quick access to your User Desktop from anywhere in the program 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 electronic record of access You have the ability to print the record of access here or from the Reports Desktop STISETSWeb is designed to enter automatic entries for anyone who selects the student and is not the Case Manager for a child Services The Services link provided in the bottom right corner allows the user to view services provided for the selected student STI_0725081 435 Summer Fall 2008 STISETSWeb NM Utilities Desktop The Utility Desktop houses several options that enhance the operation of the software STISETSWeb has a System File option located under Utility Desktop It
23. nization will appear at the bottom of the SETS Query screen This allows users to view the report layout SETS Query and SETS Query Caseload are designed to allow Administrators Managers and Teachers to build reports based on teacher caseloads school wide or district wide listings SETS Query Caseload is designed to build user defined reports based ONLY on an employee s caseload An employee who has been assigned a Security Role of Teacher will use this report option after login Following the steps in this guide will allow Administrators Managers or Teachers to build custom reports with selection of specific data elements Administrators and Managers may use this component by selecting the Report Desktop and then choosing SETS Query Teachers may use this component by selecting Report Desktop and then choosing SETS Query Caseload While the query is being built a display of the report organization will appear at the bottom of the SETS Query screen This allows users to view the report layout SETS Query min res max School Report Title er eke T counts Report Name SS E I Totals Only Active Referred Only Archived Load Save New Student Folder SNUM a _ CaseMgr TNUM E rs rT O pa p r Fname CaseMar FName M y B Lal Lname CaseMgr LName M D o F e School Use the drop down list to choose a particular school for which to build a report The Al Schools option may also be used
24. ntegration As 25 Reports DeskKtOP iiem earn EEEE E EE EEEE EEEE EE E VEE EESTE EES 25 Printing a Report omen eg atean a Er E sd 25 STISE TS Web Query coi osare O EEE EEEE EE E ENE EEEE EEEE EESE E E EENE 26 STISETS Web Query Fields iii ds 27 STISETS Web Query Filters oia pa 28 STISETSWeb Query Caseload mrcine eeneioe eeir nono a aa Ea 29 Index 31 Summer Fall 2008 STISETSWeb NM STI_0725081435 Contents e iii STISETSWeb New Mexico About STISETSWeb STISETSWeb is a browser based Special Education data tracking system that provides the Special Education professional with a comprehensive method for achieving and maintaining compliance with the Special Education process for students New Mexico state specific forms are contained in this software Since this software is fully integrated with the information from the local school STIOffice program Special Education personnel may view Student and Guardian Demographics Entries Withdrawals Attendance Discipline Schedules and Grade details The basic areas to address when getting started with STISETSWeb should follow this order e Employees e Users Assign User Names Passwords and Security Groups e Create Folders Assign Case Managers to Students e Change Case Manager Only if a mistake was made in assigning Case Managers e Caseload Assignment Assigning OT PT Speech Therapist etc access to student records STISETSWeb features pre loaded reports that will track due date
25. operty o None No filters applied o Equal To Use this property to search for an exact result o Not Equal To Use this property to find items not equal to the specified filter value Example Use equal filters on the last name field to select all kids whose last name is equal to Smith o Less Than Use this filter to find students with fields less than the specified filter value such as date fields age or grade o Less Than or Equal To Use this filter to find students with fields less than or equal to the filter value such as date fields age or grade o Greater Than Less Than Use this filter to find students with fields greater than the filter value such as date fields age or grade o Greater Than or Equal To Use this filter to find students with fields greater than or equal to the filter value such as date fields age or grade Summer Fall 2008 STISETSWeb NM Example Use less than and greater than filters to filter a certain age date grade or a range of these fields Empty Use this filter to find all students who have no information in a particular field Not Empty Use this filter to find all students who have data in the selected field Is Contained Within This filter may be used with age or grade Like This may be used as an equal to filter by entering the exact value sought in the filter value range This may also be used to find like filters Not Like This may be used as a not equal to filter
26. or visually impaired users that have difficulty distinguishing the colored icons that identify form status View Audit Trail This feature allows access to the edited versions of a form by date Exit Form Allows the user to exit the form Add Form As forms are needed throughout a process they may be added by selecting the Edit menu and then choosing this option Remove Form Allows the user to delete the highlighted records Move Form Allows the user to move a Completed form from an incorrect process to the correct process The user may move a form up to 30 days from when the process was assigned Create Amendment An Amendment may be created to adjust data on a completed form See the section below for more details Annotate Process Allows a user to record commentary on the forms and processes Creating an Amendment To create an Amendment follow these steps Summer Fall 2008 STISETSWeb NM From the Edit menu select Create Amendment Amendments are created from Completed forms Creating an Amendment creates a draft copy of the original form for editing The LED icon to the left of the form remains blue until the Amendment has been completed The original form may be edited as STI_0725081435 STISETSWeb New Mexico e 23 much as needed The original version of the form may be viewed by selecting View Audit Trail from the Edit menu e It is not necessary to insert a second instance of a form to modify an existing
27. s for IEPs as well as Re Evaluation reports to determine continued eligibility Additionally an STISETS Query tool is included The Query tool allows the user to build custom reports filtered by Student Folder and Form information Reporting includes both school and district wide listings The security model is robust enough to secure access not only to different schools and their respective menu options but access may also be locked down to the form level Because this program houses a district wide database teachers service providers etc may be given access to students in multiple schools Therefore when an employee logs in to the program his her entire caseload will be available Since this document is intended to assist board office personnel as well as local school personnel in implementation of STISETS Web certain sections may pertain to specific employee duty assignments Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 1 Accessing the Program Logging In 4 STI SETS Login Microsoft Internet Explorer File Edit View Favorites Tools Help Software Technology Inc Special Education Tracking System SETS Qw AAG Osan Prats E Er Z Das Address 48 http fwebtest SETS Login aspx ReturnUrl 2fsets 2fdefault aspx o ur iy Search we Ad El gt To access STISETSWeb users must log in the program using either Microsoft Internet Explorer or the Mozilla Web browser e Type
28. sage Phone File Option Save Changes F10 Reseed Data Cancel Changes Complete Form Print to PDF e Save Changes Allows the user to save the changes made to a form Users may also use the Save button located next to the Edit button e Reseed Data Allows the user to update data on a form After a saved form is re opened any additional information entered in the STIOffice program will automatically transfer to the form from the Special Education Folder e Cancel Changes Allows the user to cancel the changes made to a form e Complete Form Allows the user to mark a form as complete No changes will be allowed after this option is selected Required fields must be completed before Complete Form is selected Errors will 22 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM prompt the user to enter required information before completing the form and fields with errors will be highlighted for easy identification Print to PDF Allows user to open form in a PDF format for printing Print Process Opens a screen allowing the user to print all or part of the forms in a process Edit Option Edit Save Check Spelling F7 Show Form Indicators Exit Form Add Form Remove Form Move Form Spell Check Select this option for spell checking or press F7 Show Form Indicators Allows visually impaired users to see the status of each form in a process This indicator is f
29. sktop 25 S Security Group Edit Commands 9 Selecting 21 STIOffice Integration 25 STISETSWeb New Mexico 1 STISETSWeb Query 26 STISETS Web Query Caseload 29 STISETSWeb Query Fields 27 STISETSWeb Query Filters 28 Student Desktop 16 Student Folder 17 Student Information 5 U Un Archive Students 15 User Desktop 5 Utilities Desktop 7 Utilities Desktop System File 7 WwW Working on Forms in the Process 21 Index e 31
30. the STISETSWeb URL in the address bar of your browser or double click your shortcut icon if applicable The login window will appear de gt Mi gt ig Favorites 7 MMaps I BB Spaces A O Q Login User Name administrator 2 e STISETSWeb New Mexico e Enter your User Name and Password and click OK e Ifyou enter an incorrect User Name or Password you will see a warning error appear with the message USER ERROR Invalid user name and or password Y our system administrator or manager will assign and manage all user names for your district school You may have a password assigned or you may create your own password This is a district decision By default users with Manager rights will manage security for all staff members in their schools only The version number of the program is listed in the upper right corner of the login window STI_0725081435 Summer Fall 2008 STISETSWeb NM Opening Screen The opening screen displays menu options based on an employee s level of access to the program The opening screen is divided into three sections System Administrator New Mex School Name STIAL SCHOOL 123 User Desktop Login Info Select a Student Student Desktop Utilities Desktop Report Desktop Help lt F1 gt Download Adobe Reader Name Description Missing Has Is Forms Annotations Closable IEP Non EP Non E rT Secondary Secondary Behavior Behavior Initial Eval
31. to build a report for all schools in the database Note Teachers will only have access to schools attended by their caseload students e Report Title If a preloaded query is used the report name will display here e Xml HTM Txt Choose the format in which the report will be generated o Xml Used primarily for trouble shooting 26 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM o HTM This is the default format that generates live reports double clicking on any student s information from the report preview screen brings up the child s folder for editing viewing o Txt Text format Counts Only Check this box to generate a report listing totals only Active Referred Only Check this box to generate a report of active and referred students only If left unchecked the report will include inactive students also Archived This will display only students who have been archived Run Click this button to run the report Counts Check this box to display counts at the bottom of the screen based on the criteria selected Report Name This text box displays the name of a saved or loaded report Load Click here to load a previously saved report Save Select this option to save the report Public This will allow all users of STISETSWeb to use your saved report Private This report will only be available to the user that created it New Select this option to clear all fields prepar
32. top restricts reporting to students on a particular teacher s caseload res mal Report Desktop OE Popor plo I Options Annual Reviews Class Roster Exceptionality Listing Case Manager Schools Exiting List System Administrator ACADEMY DEL SOL A Overdue Annual Reviews ALAMOGORDO HIGH SCHOOL Overdue Evaluations BUENA VISTA ELEMENTARY SCHOOL Reevaluation Due Dates Begin Date CHAPARRAL MIDDLE SCHOOL HEIGHTS ELEMENTARY SCHOOL Service Listin MIM ddA aayyy HIGH ROLLS MOUNTAIN PARK Hga INTERMEDIATE SCHOOL Student Labels HOLLOMAN MIDDLE SCHOOL Student Listing HOLLOMAN PRIMARY SCHOOL HOME SCHOOL DA End Date Month Number Year ex 2007 MM ddlyyyy Show Common Fitters Output Format Print rut Printing a Report e Highlight the desired report on the left side of the screen e If appropriate select Filter Options Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 25 e The user may select to view only students with an Active status e 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 an Excel spreadsheet e Click Print to preview the report before printing STISETSWeb Query This utility is designed to allow Administrators and Managers to build reports based on school wide or district wide listings While the query is being built a display of the report orga
33. ts this feature is accessed by clicking the plus sign to the left of Student Desktop and then selecting Student Folder The student folder houses dates to be monitored for compliance These fields will auto populate from forms that are completed in the program Basic Tab e Status Click the down arrow to select a status of Active Contracted Delete Inactive In State Not Eligible Referred Out of State or Referred O Active refers to all students currently receiving Special Education services Active Referred refers to all students who are currently receiving Special Education Services but are being referred for another reason Contracted refers to students who services are contracted STI_0725081435 STISETSWeb New Mexico e 17 o Delete refers to students whose status is Delete o Direct refers to all students whose services are provided directly in the Special Education classroom o Inactive refers to all students who have left the school LEA o In Direct refers to students whose services are provided in the general education classroom o Not Assigned refers to students who have not been assigned a status category o Not Eligible refers to all students who have been determined not eligible for Special Education services o Referred refers to students who have been referred but not yet determined eligible for Special Education services e Service Level Click the down arrow to select the appropriate Service
34. tudent records may be managed from one work area e General Ed Teachers This group will be created if the Create Gen Ed Teachers box was checked in the System File This group has read only rights by default e Administrators Administrators have full user access for all schools in the district Typically board office personnel would be assigned this security group e Medicaid Employees assigned to this security group have full access to the Medicaid Desktop 8 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM e State Users Assignment of this Security Group allows view only access to the program Typically State Department representatives would be assigned to this group Security Group Edit Commands The following options may be helpful when working with security groups Description Members Administrators Administators Group Change z General Ed Teachers General Ed Teachers Group User Hame Last Hame First Name Managers Administators Group StateUsers State Users Group Teachers Teachers Group e Insert Insert new security role names and descriptions e Change Change the name and the description of security roles e Delete Delete a security role from the list e Copy Create a duplicate of the group selected In creating a new group a user may look at the existing groups and determine which group has rights that are most similar to the group to be created In this case s
35. u are authorized to do so 2 Make sure the data is correct in STI Office 3 Any changes made may get changed back on Nightty Update 4 lf you are unsure of the consequences and or the use of this Form please contact STI Support Student Bob Alou Current Student Number FITTI Current School SAND ROCK Current First Hame Bob Current Last Hame Alou Current Social Security Humber 777777778 Current Phone Humber 867 5309 Current Date of Birth 12 20 1999 12 00 00 AM Current Gender M Current Ethnicity e Read the warning screen If you are ready continue adjust information such as Student Number or School as needed s Hew Student Humber 77777777 Hew School SAND ROCK hs Hew First Name Hew Last Name u Hew Social Security Humber 77777778 Hew Phone Humber 7 5309 Hew Date of Birth f 2 20999 Hew Gender Maie Hew Ethnicity Hispanic Student Desktop The Student Desktop houses student record information and dates for state compliance This area of the software is essentially the Special Education teacher s working environment Many of these fields will auto populate from forms that are completed in STISETS Web The user may also have to manually enter dates If you have forms that were completed prior to using the program e g if a student was referred on 11 02 06 you will have to manually enter dates 16 e STISETSWeb New Mexico STI_0725081435 Summer Fall
36. uation Initial Evaluation MISC MISC The three sections of the screen are described as follows e The Menu Tree on the left of the screen o The Menu Tree houses the links you will click to access different areas of the program o The information shown here may differ from user to user due to program security restrictions e The Selected Student portion at the top of the screen o After a student has been selected that student s demographic information will be displayed in this area o You cannot edit this information in STISETSWeb e The User Desktop in the center of the screen o This will be your work area in STISETSWeb o This will be the only area in which you will enter data Displayed in each of theses sections are three icons e min Click the minimize button to reduce the selected section of the screen e res Click the restore button to return the screen to its original view e max Click the maximize button to enlarge the User Desktop window to its maximum size Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 3 Note Pressing the F71 key on the keyboard will further maximize the screen v 2 2 069 System Administra ALAMOGORDO PUBLh E Utilities Desitop ployees SETS Query Caseload wnload Adobe Reader e min Click the minimize button to reduce the selected section of the screen e res Click the restore button to return the screen to its original view e ma
37. ude Gen Ed Teachers a Insert and Impori e Verify that the teacher does not exist in the system by Searching for the employee before inserting a new record or Importing a teacher e To import an employee click Import This will copy information from the employee file that has been uploaded to the District database from the local school STIOffice program Since demographic information will be automatically copied over this option will save time e After clicking Import search for the employee by entering the Teacher Number Last Name or First Name e Once the desired employee s name has been highlighted click OK e To add new employees who do not exist in the local school employee file click the Insert button After clicking Insert complete the appropriate information and click OK to save the information Defining Codes Location Codes Location Codes are used with Services This will populate the drop down list for Service Locations Location Types Classroom Classroom Counsellors Office Counsellors Office Delete Gymnasium Hearing lab 12 31 2006 High School 10 12 2005 Resource Room Resource Room School Bus School Bus Vision Lab Vision Lab e Click Insert or Change to access the following fields 10 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM Name Description Expiration Date 12 31 2006 State Codes Categories Name Automatic Test Administered
38. utility is used to reverse students Archived status It is recommended that this procedure be used only as the Special Education director has outlined within your district To un archive a student Un Archive Students min res max Find Students School Grade Last Name First Name an Schools Student Student Name Un Archive e First locate the students to un archive e Click in the checkbox to un archive a student or click in the checkbox to the right of Un archive to select all students To select multiple checkboxes hold down the Shift key on the keyboard as you click on each box e After all boxes have been selected click the Un Archive button to the right of the search results field Critical Student Information This tool should only be used by a System Administrator to change a student s existing Student Number or school in STISETSWeb to match that in STIOffice Student Numbers are entered as numeric combinations with no alphabetical or special characters permitted These data elements may be changed Student Number School First Name Last Name Social Security Number Phone Number Date of Birth Gender and Ethnicity e Choose the appropriate student using Select a Student e Goto Utilities Desktop Change Student Number Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 15 WARNING 1 When changing Student Information please make sure yo
39. w Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM Living Setting From the drop down box select the appropriate living setting Part B This box will be checked by default since the majority of the students in Special Education are school age students o Parental Consent for Initial Eval Enter date o Initial Eligibility Determination Enter date alternately the date will be drawn from the Determination of Eligibility form Part C This field will need to be checked if student is not of school age o 90 Day Transition Enter date of 90 Day Transition o Eligibility Determination Enter date o Initial Placement Enter date o Non Compliance Select Non Compliance Code o JEP Implementation Enter date Other Services Check any other services the student may be receiving Testing Information Tab General Testing Enter testing data or information entered on the Testing Discussion The form will write to this field State Test Type in testing data or information entered on the Testing Discussion The form will write to this field District Test Type in testing data or information entered on the Testing Discussion The form will write to this field Other Test Type in testing data or information entered on the Testing Discussion The form will write to this field Events Tab Once data has been entered on the student s folder or when the forms have been completed event dates will write
40. wer left to display all forms contained in this process Working on Forms in the Process All forms required in the Process should be displayed on the screen as shown below A colored square icon displays to the left of each form On the opening screen each form has a white square beside it until the form is opened As forms are modified the squares will change color Rest the mouse cursor on any icon to display a descriptive ToolTip Icons are color coded as follows Green Designates a form that is Open The form is in draft status and may be changed Any form other than those sent home for signature will print out with a Draft watermark until the form has been completed Summer Fall 2008 STISETSWeb NM STI_0725081435 STISETSWeb New Mexico e 21 e Red Designates a Completed form No changes are allowed except by creating an amendment e White Designates Not required for process completion e Blue Designates Open Amendment This is a previously completed form with an Amendment e Purple Designates a Completed Amendment To edit the forms of a particular student highlight the correct process and click the Forms button on the left of the screen Then select the form that that you wish to edit The selected form will be displayed on the screen for editing on the JEP Section IEP Non Secondary 5 23 2008 5 23 2008 IEP Section A INDIVIDUALIZED EDUCATION PROGRAM IEP pan Address Home Phone Work Mes
41. x Click the maximize button to enlarge the User Desktop window to its maximum size 4 e STISETSWeb New Mexico STI_0725081435 Summer Fall 2008 STISETSWeb NM User Desktop E SI min res max 2 075 System Administrator New Mex User Desktop Login Info Select a Student Student Desktop Utilities Desktop Report Desktop Help lt F1 gt Download Adobe Reader In the STISETSWeb 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 the desktop is in view the user has several ways of viewing students BARGO TRAVIS ROSS E Selected Student Student Name Student ID School Name SIS Status _Lool BARGO TRAVIS ROSS 404 STIAL SCHOOL 123 ACTIVE Education Status Date of Birth Grade 23 11 Special Active Saturday May 04 1985 User Desktop E Caseload Student Student Name Relationship LRE Exceptionality School DOB Age S Number STIAL 05 04 1985 23 M SCHOOL STIAL 11 23 1984 23 F SCHOOL MD STIAL 01 21 1988 20 M SCHOOL 404 TRAVIS BARGO CASE MANAGER 410 JONIE BLEVINS CASE EC03 In Reg EC MANAGER Prg less than 40 421 BRADY BUNCH CASE A
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