STI SETS 101

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STI SETS101
Make life easier.do all paperwork in STISETS!
This is the official web site of the Shelby
County Board of Education. Any other site that
claims to be affiliated with, represent or
contain information about any Shelby County
School is not endorsed by the Shelby County Board
of Education. If you leave the official Shelby
County Board of Education web site, the Shelby
County School District claims no responsibility
for the content beyond this point.
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All state forms are included in this program
with the exception of Natural Environment Survey
and the Family Focus Interview which are
pre-school forms.
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This program interfaces with STI Office which
allows personnel to view Student Guardian
demographics Entry/withdrawals Attendance Disci
pline Schedules Grades User must have Adobe
Reader installed. You must save as you go or
information will be lost. Choose Select or OK or
F10. If saving does not come across screen it
probably has not saved.
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Do not use Back and Forward because it does not
save data. In most cases, your sign on is your
first and last initial plus school . EG.
wm0035 First time signing on Password will be
sent to you. You must change it immediately. Do
not tell anyone your password. Program will
auto-logout after 15 minutes of no activity. You
will lose anything not saved. Save as you go.
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Shelby County Schools Homepage 
 
 
To Log Onto STI SETS
To sign onto STI SETS you must do the
following Open Internet Explorer-unless you have
changed it, it will default to the Shelby County
Web Site.
Select Logins

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This is the sign-on screen you will see after you
click logins on previous page.
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It is important that you change your password
immediately. Go to Login Info. The following
screen will come up.
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Selected Student
Menu Tree
The three sections of the screen are described
as 1.      The Menu Tree on the left of the
screen.         The Menu tree houses the
links you will click to access
different areas of the program.        You
may not see the same areas as someone else, due
to security restrictions.
2.       The Selected Student portion at the top
of the screen.          After a student has been
selected, their demographic
information will be displayed in this area.
         You cannot edit this information in
SETS Web 3.       The User Desktop, in the
center of the screen.          This will be
your work area in STISETS Web.          This
will be the only area you will enter data. 
User desktop
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Displayed in each of theses areas are three
iconsMin Click the Minimize button to reduce
the selected section of the screen. Res Click
the Restore button will return the screen to its
original view.Max Click the Maximize button to
enlarge the window to its maximum size. You
will only maximize the User Desktop This program
was designed for screens at 1024 X 768
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USER DESKTOP
Desktop Overview In the SETSWeb desktop, users
will see their caseloads populating the Student
Number, Student Name, Relationship, LRE, Special
Education Status, Exceptionality, School, DOB,
Gender, Race and Grade fields. A users caseload
consists of students who are associated by way of
Case Management, Special Education Service and/or
Related Service. The caseload will appear on the
User Desktop after the user logs in to the
program. Once a User sees the Desktop, they have
several ways of viewing children. Relationship
A users caseload is set up based on the
relationship that user has to a student. For
example If you are a students Case Manager, the
designation Case Manager will appear in the
Relationship column for that student. Additional
relationships may be defined by an Administrator
or Manager in the Utility Desktop. Relationships
may be assigned by the manager from the Caseload
Assignment option, outlined in the Utility
Desktop.
Relationship Column
Status Column
Status Filter Selection Dropdown
Status Column
Relationship Column
Status Filter Selection Dropdown
Click to access progress report, process manager
or student folder
Active Students who are currently in the Special
Relationship Column Education program. Inactive
This status is used when a student withdraws
from school, is not eligible, is not accepted for
testing, or is dismissed. Referred Awaiting
approval or in process for Special Ed. services.
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Student Information Student demographic
information (Name, Number, School Name, SIS
status, Date of Birth, Age, Grade, Home Room,
Entry/Withdrawal Date, Gender and Race) is
owned by STIOffice. This data is not editable
within STI SETS. It must be modified in the
STIOffice by your registrar. Note This
information will not be displayed until a
specific student is selected. When a student is
selected, the following data fields will
pre-populate the students folder Student
Name Pulled from STIOffice. Student Pictures
(if available) Pulled from STIOffice. If your
school does not use pictures, this area will
display as a large X. Student ID Pulled from
STIOffice. (59 ) School Name and Code Pulled
from STIOffice. SIS (Student Information
System) Status The students status in
STIOffice. If a student is marked Inactive or
Withdrawn in STIOffice, the SIS status should be
Inactive
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Demographic Information Continued

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

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• 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. (STI SETS is
  designed to enter automatic entries for anyone
  who selects the student and is not the Case
  Manager for a child.)
• Student Progress This is located under the
  demographic data to the right of the screen.
  This is the way a teacher can access the students
  progress. It can also be accessed from the user
  desktop under progress.
• Services The Services link provided in the
  bottom right corner allows the user to view
  services provided for the selected student.

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This is a read only page for teachers. Please
review every student file you have on your
caseload to make sure all of the critical areas
are filled in correctly.
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Every form is accessed through the process
manager. It is located under the student desktop.
You can also get to a students process manager
by double-clicking on the students name on the
user desktop or by clicking on processes at the
bottom of user desktop.
Double click on students name
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Process Manager The Process Manager allows the
user to view and manage all processes assigned to
a student. A Process is defined as a group of
forms that must be completed within a specified
time period. In order to work on specific forms
for a student, the user must first assign an
appropriate Process (containing all required
forms) to the student.
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Perform the following steps to assign
state-defined processes and to track Special
Education forms
Upon login, the teachers Caseload will be
displayed onscreen. Select a student by
double-clicking on the students name. At the
next screen, click Insert to assign a process to
the selected student.
Insert
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o On the next screen, click the down arrow to
select the specific process, such as Referral
Process. Then click OK to save. The screen
displays the selected process.
Once a process is begun, all the forms that need
to be used for a student in that process should
be marked completed in that process. In other
words, if a referral process has been opened and
data entry has begun, there is no need to go to
the IEP Process to complete an IEP. If needed at
this point in the special education process,
users should complete the IEP that exists in the
referral process.
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The buttons on the left are defined as follows
o Insert Allows the user to attach a new
process to a student. If a process is not listed
after Insert has been clicked, verify that the
process is not already open for the current
student. o Delete Allows the user to delete a
process from a students file. NOTE If you have
completed ANY forms in the process you cannot
delete the child. o Deactivate Can only be done
by managers. o Complete / Re-Open This button
may display differently depending on the process
you are working with. Complete allows the user to
close a completed process, which will then enable
the user to create a second instance of a
process. Re-Open allows a user to return to forms
or processes that have been previously completed.
NOTE You cannot open the another process that is
the same until the previous one has been
completed o Forms This button will bring up all
forms that are associated with the highlighted
process. When this button is selected, the forms
will appear on the work area of the screen.
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A process must be marked complete if another
of the same kind is to be used in the future. For
example, if an annual IEP process is not
completed, then another annual IEP process cannot
be opened when a given student needs it. In order
for a process to be marked complete, all opened
forms within the process must be marked
complete. If a form is open and then it is
determined that the form is not needed in the
process, the form can be removed by going to Edit
and Remove Form.
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All forms needed in the Process should be
displayed on the screen. A colored square icon
displays to the left of each form. Rest the mouse
cursor on any icon to display descriptive screen
tips and the version and form number for the
selected form. o Green Designates a form that
is Open. The form is in draft status, meaning
changes are allowed. All forms except forms sent
home for signature will print with a Draft
watermark until the form is completed. o Red
Designates a Completed form. No changes are
allowed except through creating an Amendment. o
Blue Designates Open (Amendment). This is a
previously completed form with an Amendment
attached. o Purple Designates A Completed
Amendment. All amendments must be completed after
the meeting.
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File Menu Save Changes F10 Allows user to
save the changes made to the form. Reseed
Data Allows user to update auto-populated data
on a form. This is primarily student demographic
information. If this information is changed in
STIOffice, Reseed Data would be used to populate
a saved form with the changes. Cancel Changes
Allows user to cancel the changes made to a form.
Complete Form Allows user to mark a form as
Complete. Required fields must be fully completed
before this option is selected. Errors will
prompt the user to enter required information
before completing the form and fields with errors
will be highlighted for easy identification. No
changes will be allowed after this option is
picked unless amended. Print to PDF Allows
user to preview a form in .PDF format for
printing. Print Process Opens a screen
allowing the user to print all or part of the
forms in a process. To print multiple forms,
select the first form and then press the Ctrl
key on your keyboard. Hold this key down and
select each additional form to be printed.
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Edit Menu Check Spelling Select this option
(or press the F7 key) for spell checking. Show
Form Indicators Allows users who have visual
impairments to view the status of each form in a
process. View Audit Trail This feature allows
access to the edited/amended versions of a form
by date. Exit Form Allows user to exit the
form. This will display a blank screen. Add
Form As forms are needed throughout a process,
they may be added by selecting the Edit menu and
then choosing the Add Form option. A list of the
forms in the process will be displayed. Remove
Form Allows user to delete the highlighted form
if it is not a required form in the process.
Move Form Allows the user to move a Completed
form from an incorrect process to the correct
process.
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To move the form, perform the following steps
o First, add the correct process for the
student. o Next, open up the incorrect process
and select the form to be moved. o Go to Edit
and select Move Form. The screen shown below will
appear, listing the process to which the form is
to be moved. o Double-click on the process and
the form will be moved. Note To move a form
from one process to another, the form must exist
in both processes. There is an additional rule
for moving a form The form may only be moved if
it is less than 30 days old, excluding the months
of June, July and August. If the form is over 30
days (excluding those month), a new process must
be added and the form must then be recreated.
Create Amendment An Amendment may be created to
make changes on a completed form. Annotate
Process Allows user to record commentary on the
forms and process.
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Working on a Process When working on a process,
users will view a list of forms on the left side
of the screen. Click on each form that is needed
in the process. Working on a Form Rules have
been added to the forms that require the user to
complete certain designated fields before a form
may be saved or completed. Some data fields on
the forms may be typed in, while other data will
be entered using pick lists. Pick lists are lists
of items that may be selected to fill in a field
on the form. Some pick lists may have additional
items added for user selection. Some forms may
feature hyperlinks, such as AL Learning Exchange,
as shown in the screen shot of the goals page of
the IEP, on the right..
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AL Learning Exchange A link to the ALEX
(Alabama Learning Exchange) Web site is provided
for users who would like to develop Annual Goals
and Benchmarks based on Alabama standards. To
access the Web site, click on the blue AL
Learning Exchange link. Then click Courses of
Study.
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Include standards, strengths and weaknesses, and
impact statement of how the disability impacts
their participation in the regular class. An IEP
checklist is available for your use. Also include
parent concerns.
NOTE Be careful when doing IEPs that you get
the dates and schools year and grades correct. If
IEP goes over 2 schools years put both of them.
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Entering Progress To enter records of progress
for a student, do the following Select the
student for whom progress is to be entered.
Click on the Student Progress button located
between the Record of Access and Service button
on the main Select a Student screen. You can also
enter student progress expanding the Student
Desktop link and click Student Progress.
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Progress Report cont
Entering data on progress reports have just
gotten easier. Go to task bar on the left of the
page and select enter progress.
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This screen comes up
It will default to whoever is logged in. Set your
school and hit refresh.
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This screen comes up next
You caseload should show. Select the progress
period you want and fill in your data from the
drop down fields. Add any comments you want and
save. Do the same for each student. You can also
enter data using the other ways mentioned in a
previous slide.
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This is what the Annual Progress Report Looks Like
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Student Services Screen
The Special Education tab must be addressed prior
to marking the goals page complete. All other
tabs are optional. All services entered will
appear on the goals page of the IEP, except data
entered in the last tab (Screenings/Evaluations).
This tab is used to enter data for screenings or
evaluations that are Medicaid billable.
This screen is used for entering student
services. Eight tabs are available at the top of
the screen
Five options are currently available at the left
side of the screen for adding or changing student
services Insert Click this button to add a
service. Change Select a service and click
this button to make changes. Delete Delete
the selected service. The service must first be
detached from all goals before it may be
deleted. Click the Attach/Detach button to do
this. Close Designates that the service has
been fulfilled and may be closed. DO NOT CHECK
THIS BOX Tasks All tasks for services may be
entered here. If you are submitting claims to
Medicaid, you must enter the tasks here.
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Attach/Detach All services are attached to a
goal. This is indicated on the screen above when
there is a check in the box in the Attached to
Goal column. Click on the Attach/Detach button
on the right to attach or detach this service to
the goal.
Note A goal page cant be removed / deleted if a
service is attached. If you make a mistake
detach service and then delete.
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Inserting a Service Service Type Only primary
speech only uses this drop down. All others are
blank. IEP Begin Date and IEP End Date
generates from Profile page. Service Frequency
Type Click the drop-down arrow to select
whether the service will take place on a weekly,
monthly, daily, etc., basis.
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Frequency Enter the number of
occurrences within a given time. Samples of
Service Frequency Types and Frequency are shown
in the following table. YOU MUST FOLLOW THIS
CHART!
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Service addresses which previously determined
student diagnosis Only Medicaid providers can
put in diagnosis. Note All Medicaid billable
services require a Student Diagnosis to be
entered. (Medicaid) Service Details Enter any
relevant information pertaining to services, if
applicable. Location Click the drop-down menu
to select a location. Amount of Time Enter
the amount of time (in minutes) that will be
provided for this service per session. It is
understood it is not cumulative. Beginning and
ending date must be entered for length of
service. Click OK when finished.
Put in specific details about service
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To create a service, simply click on the Insert
button. For both the Special Education tab and
the Related Services tab, a Service Type field is
the first field in the window to be addressed.
a. In the Special Education window, select the
service type from the drop down box which will
have only two choices speech therapy and a
blank. 1) If you have a student with any
disability, other than SLI, the user will select
blank from the drop down and manually enter the
actual service provided in the Service Details
field. For this student, speech therapy is a
related service, and those services should be
entered under the Related Services tab. a) If
the user needs to create a speech goal page for
this student (where the Area field at the top of
the page is articulation, for example), then
he/she must enter the speech service in Related
Services, and must also address the Special
Education tab because it is required to complete
each goal page. b) This will require the user to
enter, for example, See Related Services or
some similar directive in the Special Education
field. This entry will satisfy the programs
requirement that this field is addressed. Only
enter see related services if the Special Ed.
teacher will not also assist with the service.
Usually that would just be artic, voice or
fluency.
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If you have a student with Speech and Language
Impairment, as identified on the eligibility
report, the user must select speech therapy
from the pick list and then address the details
of his/her special education (which for this
child will be speech therapy) in the Service
Details field. These details must be manually
entered into the program. For such a student,
related services would be comprised of services
other than speech, such as physical therapy,
occupational therapy, etc. Speech for this child
is Special Ed not related services. In the
Related Services window, select from the pick
list, the service to be described. The only
related services to use from drop down menu in
Shelby Cty are Itinerant Hearing, Itinerant
Vision, OT, PT, Speech, Vocational Rehab,
Orientation and Mobility, Adapted PE. Any others
in list are not used in Shelby County.
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5. The Service Details field contains the
description of the specially designed instruction
required by the student
Amount of time a. In the Student Services
section, amount of time can be entered for all
tabs but is required on Special Education
Services and Related Services tabs. b. Amount of
time to be listed is per session only, not
cumulative over the course of a week, month,
school term, etc.
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Miscellaneous Notes 1. The list of services for
each service type is not cumulative for all that
are entered. For example, the same occupational
therapy related service might exist for a student
for a reading goal and for a math goal. Under
each goal it might be assigned as two times per
week. The student only receives the service twice
a week not four times. This service would be
attached to both goals. Remember to consider this
when calculating Least Restrictive Environment so
as not to misrepresent time outside the regular
classroom as double what it actually is. 2.
Routine accommodations should be listed under
Supplementary Aids and Services, not
Accommodations Needed for Assessment.
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• Signatures On All Forms
• 1. On each field requiring a signature , you
  first need to type an asterisk () in the blank
  and then type in the name. If you know that the
  parent will not attend, put a sign indicating
  that they will not be in attendance.
• 2. Typing the above place holders will allow the
  form to be completed and printed without the
  DRAFT watermark, and will allow enough room for
  participants to sign the printed copy.
• 3. Keep the printed copy on file in the LEA.
• 4. Give the parent a copy.
• NEVER SIGN A FORM THAT SAYS DRAFT!

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

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Reports Caseload

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

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Notes on Reports Information in reports is
drawn from the data in the student folder.
The size of the mailing label is the Avery
Standard 5160.
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Reports (Caseload) STI SETS provides many
pre-loaded report options. Adobe Acrobat Reader
(a free download) is required for report
generation. These are teacher reports based on
the teachers relationship to students on his/her
caseload. Highlight the desired report on the
left side of the screen. The user is required
to select a school. Click the down arrow to
select the Output Format. o PDF brings up
Acrobat Reader. o RTF brings up Microsoft Word.
o XLS brings up Excel Spreadsheet.
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THE END