Building District Capacity

Supervisor’s ToolboxPart II

Leadership 2009

Building District Capacity

Agenda

Develop effective case management techniques using:

• Things to Do• Reports – SEM and RU• User/Miscellaneous Forms• Supplements• Additional I-Suite Features

Building District Capacity

We’ve discovered that many tools within the program are under-

utilized by district staff. By creating an awareness of the different aspects of the program, we hope to increase efficiency and maximize the benefits

of Special Education Manager.

Building Capacity

SEM - Putting the world in your hands and helping you use it!

Building District Capacity

Things to Do functions as an electronic organizer and

calendar.

Things to Do

Building District Capacity

Staff can create their own notes

and/or reminders to

self.

Things to Do - Notes

Building District Capacity

Supervisors can monitor

staff caseloads; staff see

students due in the next 90

days.

ARD Scheduler

Clerks with Unlimited Schedule Access can assist with notices from this screen.

Building District Capacity

ARD Scheduler

Once a notice has been generated in Student Info, information can be edited here (e.g., meeting

time, place, date notice sent, etc .) and printed for multiple students all on the same screen.

Building District Capacity

ARD Scheduler - Labels

Labels for envelopes can be printed, literally with the click of a button or two!

(need standard 3x10 mailing labels)

Building District Capacity

SEM Reports

Reports assist with compliance

and case management.

Building District Capacity

Report Selection Criteria

Consider: Dates, Filters, Statuses

Note new

statuses

Tip: Co-ops can capture all students using the “By Grade” checkbox and selecting IC to GR.

Building District Capacity

SEM Federal & State Reports

Make sure staff are running federal count reports well ahead of the October snapshot date. There

should be no last minute surprises!

Building District Capacity

Double Click date field to get the calendar.

Everything in bold must be addressed by 10/30/09.

Federal Count Report

Building District Capacity

SEM Compliance Reports

This is a printed version of Things to Do. Students requiring an ARD or FIE in the

next 90 days will display on these reports.

Building District Capacity

SEM Compliance Reports

This report pulls

assessments listed in the Assessments table (ARD

p. 1).

Helpful so that staff know who to invite to meetings and when REEDs/evaluations are needed.

Building District Capacity

SEM Compliance Reports

Establish an end-of-year checkout system. Everything should be locked prior to staff leaving for the summer.

Reports such as this assist with rollover prep and data archiving/integrity.

Building District Capacity

Other “Checkout” Report Suggestions

RU – Pre-Defined FIE/ARD Report (Draft FIEs)

Building District Capacity

SEM Miscellaneous Reports

Miscellaneous reports can be shared with campus staff (e.g., testing coordinators love

the TAKS Information Report).

Building District Capacity

Report Utility

Several new reports were added for version 9.0. There are many other reports to assist

with compliance, timelines, etc.

Building District Capacity

Report Utility

Ensure that staff have access to the RU. It is our recommendation that most

everybody should have access to this module.

Building District Capacity

Report Utility

RU opens to the Reports screen. Only staff with

Admin/Unlimited rights can go to

Utilities or Special Utilities.

Building District Capacity

Report Utility

Building District Capacity

Report Utility

Run 2x – Once by FIE Date and again by ARD Date

Building District Capacity

Report Utility

Running reports is one of the best ways to ensure data integrity. This student would not have shown up on a Students in Need of FIE report until the year 6010! To fix this typo, go back into SEM

Student Info-Assessments.

Building District Capacity

Report Utility

Set a district goal or have staff set a personal goal. This is one of the reports referred to in ST,

Part I to be used for Performance Awards.

Building District Capacity

Report Utility

Staff can be taught and encouraged to monitor their own compliance.

Building District Capacity

If out of timelines when locking initial ARDs/FIEs or

annual ARDs/3-year reevaluations, staff will be

prompted to provide a reason they are non-compliant.

These reasons will be reported on the appropriate reports for tracking/training purposes.

Report Utility

Building District Capacity

Report Utility

Staff can now sort this list by a single accommodation/modification (can help ensure

students get appropriate test accommodations).

Building District Capacity

User/Misc Forms

Building District Capacity

Setup in Update/Print Popup Menus

Building District Capacity

Sample User/Misc Form

Any and all forms used outside of SEM can be built in as a User Form popup and used as a Misc form; this increases efficiency

and allows for more complete archiving of student records.

Building District Capacity

Supplements

Typically, supplements are used based on the age or handicapping condition of the student. Buttons appear in the

appropriate sections of the ARD as criteria are met.

• Links are now provided for the LPAC and PCS supplements.• District can set an alternate title for the Action Plan (e.g., Coordinated Set of Activities).

Building District Capacity

Alternative Placement Supplement

Selecting “Discipline” as ARD Type

causes the button to turn red.

Example:

Supplements are generally activated based on the age or handicapping condition of the student.

Building District Capacity

Other Features - Checkout

Using the Checkout feature prevents multiple staff members from working on a file at the same time. Supervisors, clerks,

and other service providers can leave student-specific messages for each other.

Building District Capacity

Other Features - Checkout

Example

Building District Capacity

Staff can leave/

receive messages on

the Suite screen.

General Messaging

Must be granted access in Staff Info

Building District Capacity

General Messaging

Building District Capacity

Power Tools

New module allows supervisors to monitor whether service providers are

producing timely progress reports.

Building District Capacity

(SM)2

(SM)2 has reports that allow self-monitoring and supervision of service providers. For example, the Schedule Grid tracks services scheduled, services provided, and when the student or provider are unavailable.

Calculates IEP Ratios (total hours by service/provider).