SSEM User Committee Meeting

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SSEM User Committee Meeting

• December 12, 2008

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Agenda

• Welcome
• SSEM Statistics
• End User Requirement
• Adobe Acrobat Reader
• Popup Blockers
• SSEM 5.1.0 Release
• Class Print
• EMIS Module
• Bug Fixes
• School years
• Age Calculation
• Adobe Bookmarks

• Forms Changes
• Steps 3-6
• Date Code / Event
• EMIS Data Collection
• District Cleanup
• Finalization Checklist
• Mass Deletion
• SSEM 6.0
• Task Module
• Next Meetings
• Questions Answers

3
SSEM Statistics

• November 2008
• 329 Districts Live on SSEM across 17 ITCs
• 27 Private Schools
• Represents a total ADM of 519, 758
• 2008 2009 School Year
• 16 districts will be LIVE on SSEM at NEOnet
• Nordonia Hills City Schools August 2008
• Coventry Local Schools January 2009

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End User Requirements
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Adobe Acrobat Reader

• Do not update to Adobe Acrobat Reader 9.0.
• Users are having are having issues with Saving
  and Printing.
• Some users have reported not being able to see
  the SAVE button on the forms.
• The downloads for Adobe are on the NEOnet website
  under Services/Special Ed.

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Popup Blockers

• The Special Services application displays the PDF
  documents in a Popup window.
• Any Popup blocker must be disabled for the
  Special Services application to function
  properly.
• Popup blockers vary based on Operating System,
  Browser version, and third party tools such as
  the Google bar, etc. Check you system settings
  and be sure to enable pop ups for the Special
  Services Website.
• Internet Explorer Control Key or right click
  allows allow
• Google - Shift Alt key together or click allow
• MAC/Safari Shift Apple K

7
SSEM 5.1.0 Release

• User Enhancements
• Class Print now shows form count.
• Please Note
• Users must have Level 300
• Only users with Case Management Classes will be
  able to use this feature.
• Users will also want to finalize previous year
  progress reports before taking advantage of this
  feature.

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SSEM 5.1.0 Release

• EMIS Module
• EMIS Extract can now be extracted by building and
  by individual student.
• DO NOT RUN BY DISTRICT

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SSEM 5.1.0 Release

• EMIS Report Review Report Batch Job
• Users can now print multiple EMIS Reports

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SSEM 5.1.0 Release

• EMIS Coordinator Security
• Requires 300/500 SSEM Security and either PB
  Clerical, Guidance, or Principal Access.
• These two levels combined allow full access to
  the EMIS Module to make changes, run reports,
  extract, and push to DASL.

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SSEM 5.1.0 Release

• User Bug Fixes
• School Years Values Added
• School Years 2009-2010, 2010-2011 has been added
  when creating each form.
• Defaults to the 2008-2009 school year.

12
SSEM 5.1.0 Release

• Student Age Calculations
• The student age calculations are now corrected.
• Any IEP finalized between August and today will
  not be corrected.
• If this is an issue the IEP can be refinalized.

13
SSEM 5.10 Release

• Adobe Bookmarks
• The Adobe Bookmarks have been removed as a
  default setting in Print Merge and Finalize.

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Steps 3-6 - Changes

• Step 5 (Identify Services)
• Service provided now require a start and end date
  within the current school year.
• Any additional information can be written in the
  space below frequency.

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Steps 3-6 ODE Clarification

• Speech Disability with Speech Services
• EMIS does not allow students identified with
  Speech Disability (05) to have Speech Language
  Services (215013).
• A suggestion would be to use for the Service
  _at__at__at__at__at_Specially Designed Instruction.
• Report Speech Services on IEP where applicable
  otherwise.

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Date Code Form EMIS Manual Clarification

• Each year every student with a disability should
  have at least one event to report.
• Some students, especially those in the process of
  determining the absence or presence of disability
  for the first time, will have multiple events to
  report within the a school year.
• EMIS Manual Chapter2 Version 1.0

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Form Date Code /Event - Changes

• The Date Code Form has been revised with the
  following
• School Year
• Has been fixed to show 08-09 instead of 08.
• District IRN
• Now shows district name and IRN number (IEP cover 
  page).

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Form Date Code - Issue

• IEP Test Type The Not Applicable selection
  in the dropdown box is not available for those
  who are updating DASL.
• We have helpdesk ticket in for this.
• Please review the IEP Test Type Event Element
  handout, which is from the ODE EMIS Manual
  Chapter 2 version 1, page 194 of 201 for further
  explanation.

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Date Code Form

• Secondary Planning (Transition)-TSOP Gone!!
• Not Applicable ( for underage students
  elementary)
• TPNP Transition Plan Not in Place
• TFYG Transition Plan in Place. Student plans to m
  eet  graduation requirements four years after e
  ntering ninth grade.
• TMYG Transition Plan in Place. Student plans meet
    graduation requirements more than four yea
  rs after  entering ninth grade.
• TPCE Transition Plan in Place. Student has met 
  graduation requirements but needs addi
  tional education services prior to enrollment in c
  ollege or employment and will continue to be enrol
  led and receive service as a  Grade 23 student.

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Date Code Form ODE Clarification

• Secondary Planning / 211100 Program Code
• Federal Reporting of students is at Age 16
• State Reporting when completed early as Age 14
• Underage mark Not Applicable

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Date Code Form ODE Clarification

• TETR Transfer ETR Adoption
• Event Date Date of Acceptance in new district
• Start Date Date of Acceptance in new district
• End Date Last Date of Imported ETR (old
  district expiration
• TIEP Transfer IEP Adoption
• Event Date Date of Acceptance in new district
• Start Date Date of Acceptance in new district
• End Date
• Best Practice Anniversary of Meeting Date
  instead of Anniversary of Imported IEP Effective
  Date.

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Data Collection Form - Changes

• The DCF form has been revised to display the
  following items
• The Services Start/End Dates will now display on
  the form based on dates entered on Steps 3-6.
• 10th Grade OGT will automatically default to the
  month of March

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Data Collection Form - Changes

• The following item has been removed from the DCF
• Users who choose _at__at__at__at__at_Specially Designed
  Instruction for services provided on Steps 3-6
  will no longer see this displayed on the DCF.
• District Testing will no longer display as this
  is not reportable to EMIS.

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Data Collection Form - Issues

• IIEP and RIEP Start/End Dates. 
• The IEP effective dates are currently pulling
  into both the IIEP and the RIEP Start/End Date
  fields on the Data Collection Form. 
• Only the row with the event date selected will be
  pulled onto the EMIS Extract.

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New Forms

• Per the ODE
• The new forms are scheduled to be released in
  February 2009
• If your district is using electronic forms, such
  as SSEM, you are allowed to wait for the ITC
  sites to install the updated ones.
• In SSEM, it will be important to have all IEPs
  written with old forms finalized especially ones
  written before the new release. A notice will be
  sent out when new forms will be installed.
• If your district or any personnel are using
  templates or handwritten forms they must use the
  new published forms immediately.

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District Cleanup Reminder

• New IEPs cannot be created until old are
  finalized
• Every form needs to be finished and verified befor
  e finalizing IEP
• Verify against parent signature version 
• Event Date Type Code Form -Only dates applicable w
  ithin the IEP being finalized
• Mark Not Applicable if dont apply
• For this form Create From Existing is not 
  recommended
• Data Collection Form (DCF) verified for accuracy
• See Finalization Checklist Handout.

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Finalization Checklist

• Finalization Checklist
• The top part of the checklist is for EMIS
  Reporting by Form and Area that needs to be
  filled in where applicable.
• The bottom part of the checklist is procedure for
  finalizing forms in SSEM.

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Mass Delete of Unfinalize Forms

• Mass Delete Option
• This is an option used to purge old proposed
  forms from the system
• By running this script for any district, deleted
  forms cannot be restored
• All proposed forms created prior to 07/01/2007
  will be purged
• This purge would include forms that users use as
  a perpetual working document.

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Upcoming EnhancementsSSEM 6.0

• SSEM 6.0 Task Model Release
• Training for the ITC staff will begin next Spring
  2009
• The Task Model should be in place for users in
  the Fall of 2009
• This release will require retraining all the
  users!
• Reminders will be sent out in the Spring so that
  your district can plan for the 2009-2010 school
  year.

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Task Manager
Streamline Printing
of Forms Completed in Students Progress
Upload additional student forms into the current
task
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Task Manager

• Replaces Homepage
• Groups forms into tasks
• Simplifies form creation
• Streamlines printing
• Streamlines finalization
• Builds edits into the finalization process (This
  can ensure that all elements required for EMIS
  have been entered)

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Available tasks display based on students
progress
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Student Form Viewer

• Enhanced version of the View Forms Page
• Information is narrowed down by time frame rather
  than by form type
• A task can be expanded to show all forms
• Special Education teachers will also be alerted
  to tasks in progress and upcoming tasks

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Student Form Viewer
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Work Queue

• New feature to help teachers manage their work
• The queue will show tasks that are priority, in
  progress, and upcoming
• All tasks will show the date due and complete
• Teachers can mark tasks as priority to make
  them display at the top of their queue

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Save Any Time
Save any time, page will not timeout
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SSEM User Meetings

• Meeting Dates
• February 20, 2009 Pending forms release
• May 1 Year End Closing Procedures to prepare
  for new Task Model.
• Training Dates for SSEM - EMIS

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Questions Answers
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Happy Holidays