CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self- Review Training Database Software Overview, Installation and Monitoring Plan Entry March 2008

JACK O’CONNELL State Superintendent of Public Instruction Purpose To provide an overview of the SESR Software functions; To introduce the SESR software and Software Manuals; To guide the installation of the software on the appropriate computers in the District and the SELPA; and To review the procedures for entering the CDE approved Monitoring Plan items into the SESR software.

JACK O’CONNELL State Superintendent of Public Instruction Outcomes Participants will be familiar with: –The overall functions of the SESR Software; –Considerations that should be made before installing the software; –The structure and uses of the Detailed Software Manual; –Procedures for installing the software; –Procedures for entering approved Monitoring Plan items; and –Who to contact for technical assistance when using the SESR software.

JACK O’CONNELL State Superintendent of Public Instruction Software Functions The SESR Software is designed to: Enter unique Monitoring Plan areas. Generate customized forms for the review. Include the June 2007 CASEMIS student information (District specific data downloaded during installation). New students can be added as needed. Enter student findings. Enter District findings. Generate software reports. Determine and enter systemic findings. Generate corrective actions and due dates. Includes a mechanism to report the SESR results to CDE.

JACK O’CONNELL State Superintendent of Public Instruction Software and Software Manuals GENERAL CDE is providing a CD to each SELPA. The CD includes: –SESR software; –SESR Installation Manual; and –SESR Detailed Software Manual. Software requires a PC with Windows 2000, or later release. The software will not work with MACs. The software for a given district should only be installed on one machine that is connected to the internet. SELPA and District roles for data collection and data entry must be clear prior to installing software. Staff qualifications – it is recommended that District staff using the SESR software have experience installing and using software programs, entering data, and using the internet.

JACK O’CONNELL State Superintendent of Public Instruction Software and Software Manuals – cont’d. The SESR Installation Manual and the Detailed Software Manual are the primary sources for all information needed to: Install the SESR software; Enter the Monitoring Plan; Generate review forms; Enter review data and results; Prepare reports for submission to CDE; Submit review outcomes/reports to CDE; Track Corrective Actions; and Complete the SESR.

JACK O’CONNELL State Superintendent of Public Instruction 0708 The Installation Manual is 5 pages in length and has step-by- stem instructions with screen shots to assist with installing the District’s SESR Software.

JACK O’CONNELL State Superintendent of Public Instruction The Detailed Software Manual is 55 pages in length. Like the Installation Manual, it has detailed instructions and screen shots to aid the user. It also has hyperlinks that (when viewing the manual in MS Word), allows the user to click on an entry in the Table of Contents and jump directly to that section of the manual and return by using the back arrow on the tool bar.

JACK O’CONNELL State Superintendent of Public Instruction The Detailed Software Manual also includes flowcharts depicting the steps in each of the SESR software processes. These flowcharts are hyperlinked as well.

JACK O’CONNELL State Superintendent of Public Instruction Software Installation The SESR software is located on the provided SESR CD. There are three basic steps to installation: –Install the software by clicking on the SESR0708 icon on the CD; –Launch the software; and –Download the District student data. More than one district’s software can be housed in a single computer. To set up the second district the installer has to: –Launch the software using the next district’s name and password; and –Download the second district’s data. NOTE:Please read the Software Manuals thoroughly before beginning installation or use of the SESR software.

JACK O’CONNELL State Superintendent of Public Instruction Select and double click on the SESR0708 Icon on the SESR CD found in the SESR Software folder. SESR0708 v1

JACK O’CONNELL State Superintendent of Public Instruction The InstallShield Wizard will appear. Follow the directions provided. Select and click "Next".

JACK O’CONNELL State Superintendent of Public Instruction Follow the directions provided by the InstallShield Wizard. Select and click "Next".

JACK O’CONNELL State Superintendent of Public Instruction Enter your own User Name and Organization. Select and click "Next".

JACK O’CONNELL State Superintendent of Public Instruction Select and click "Install" to begin the installation.

JACK O’CONNELL State Superintendent of Public Instruction The InstallShield Wizard will provide a bar to indicate how far along it is in installing the software.

JACK O’CONNELL State Superintendent of Public Instruction The InstallShield Wizard will inform you when the software has been loaded successfully. Select and click "Finish" to proceed.

JACK O’CONNELL State Superintendent of Public Instruction Once the software is installed a desktop Icon will appear. Select and click on this Icon to start the software. (The software can also be started through the programs list on the Start Menu - see the install guide for directions). SESR0708v1

JACK O’CONNELL State Superintendent of Public Instruction A log on screen will appear. It requires four items: USERNAME PASSWORD DISTRICT and DISTRICT PASSWORD

JACK O’CONNELL State Superintendent of Public Instruction The USERNAME is "SESR".The PASSWORD is "0708".Enter the DISTRICT Name. There is a pull-down list. There is an individual password for each district to protect student confidentiality. Your CDE Consultant will provide you with the DISTRICT PASSWORD. Once these have been entered, select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction If all of the log on information is correct, the software will indicate that a VALID ENTRY has been made. Select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction If the District’s data has not been downloaded, this message will appear. Select and click "OK" to download the data.

JACK O’CONNELL State Superintendent of Public Instruction The software will require an additional log on to download the data.

JACK O’CONNELL State Superintendent of Public Instruction Enter the same USERNAME PASSWORD DISTRICT Name DISTRICT PASSWORD and select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction Select and click on "DOWNLOAD" to begin the download process.

JACK O’CONNELL State Superintendent of Public Instruction The software will indicate when the download is complete. Select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction The software will return to this screen. The data has been downloaded. Select and click "QUIT" to proceed. NOTE: To install another district on the same computer, there is no need to install the software again. The user would log out of the software and log back in to the software using the next district’s DISTRICT Name and DISTRICT PASSWORD. The software will go through the same routine as outlined previously to download the data for the next district.

JACK O’CONNELL State Superintendent of Public Instruction Entering the CDE Approved Monitoring Plan In order to generate forms for the review, the District has to enter the contents of the Monitoring Plan into the SESR Software. To do this the data entry person would: Secure a copy of the CDE approved Monitoring Plan form; Create a Monitoring Plan area for each concern identified in the Monitoring Plan by: –Entering the Title –Entering the Description –Selecting whether the item is an Annual Performance Report Measure/SPPI item or whether individual item numbers have been identified for these areas: *Annual Performance Report Measure/SPPI, select the SPPI Item No.; or *Other areas, enter the Item Number from the Monitoring Plan.

JACK O’CONNELL State Superintendent of Public Instruction In order to enter the Monitoring Plan, the user has to log in to the specific District’s software.

JACK O’CONNELL State Superintendent of Public Instruction If all of the log on information is correct, the software will indicate that a valid entry has been made. Select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction To enter the Monitoring Plan, select and click on the "STOP" sign found in Phase I- Monitoring Plan Development.

JACK O’CONNELL State Superintendent of Public Instruction To start entering data, select and click on "Make an Area".

JACK O’CONNELL State Superintendent of Public Instruction Review the approved Monitoring Plan. Each of the areas includes a Title and a Description. Take the first area and enter the Title and the Description. If the area is based on a District and SELPA Level Special Education Annual Performance Report Measures (SPPI), select and click "SPP". If the area is based on a parent input item or compliance history, select and click "Individual Item No. Selection".

JACK O’CONNELL State Superintendent of Public Instruction For a "SPPI" area, select and click the button marked, " SPP ".

JACK O’CONNELL State Superintendent of Public Instruction Progress Reporting 20 Parents from 3 elementary schools reported that they did not receive progress reports on goals and objectives. For a Parent Input or Compliance History item, select and click "Individual Item No. Selection".

JACK O’CONNELL State Superintendent of Public Instruction 20 Parents from 3 elementary schools reported that they did not receive progress reports on goals and objectives. 20 Parents from 3 elementary schools reported that ty did not receive progress reports on goals and objectives. Next, select the "SPP" for that item by clicking in the button area. When you have selected the "SPP", select and click on "SAVE". The software will provide you a message "Area Created Successfully". Select and click "OK".

JACK O’CONNELL State Superintendent of Public Instruction Progress Reporting 20 Parents from 3 elementary schools reported that they did not receive progress reports on goals and objectives. For a Parent Input or Compliance History item, select and click "Individual Item No. Selection".

JACK O’CONNELL State Superintendent of Public Instruction For Parent Input and Compliance History items, the Monitoring Plan will pre-identify the item numbers for the Monitoring Plan areas. Use this page to enter the item number. Use the drop down box to select the first item. There are additional methods for locating items. Consult the Detailed Software Manual for other methods. Once the item has been selected, click on "SAVE/ADD". Click on these boxes to deselect any methods that may not have been identified in the Monitoring Plan.

JACK O’CONNELL State Superintendent of Public Instruction The software will verify that the user wants to add this item for the area. Select and click "Yes" to add the next item number or to exit to add another area.

JACK O’CONNELL State Superintendent of Public Instruction To add another item to the area, use the drop down box again. To exit (to enter the next area), select and click on the ARROW going out the DOOR.

JACK O’CONNELL State Superintendent of Public Instruction If there has been an error in entering Monitoring Plan information, the software allows for editing and deleting areas entered by the user. Note that preset areas and items cannot be deleted or edited. To use the edit functions, select and click "View, Delete Areas".

JACK O’CONNELL State Superintendent of Public Instruction To edit an area, use the pull down box to identify the area the user wants to modify. (There are three preset areas in all reviews: FREQUENT ITEMS, IEP IMPLEMENTATION, and ED. BENEFIT. They appear in caps and cannot be edited or deleted.)

JACK O’CONNELL State Superintendent of Public Instruction Once selected, the previously entered text appears and can be edited from this screen. The entire area can be deleted. These changes take effect once the user exits the screen. In order to add or delete specific items, the user selects and clicks on "Edit Area".

JACK O’CONNELL State Superintendent of Public Instruction To delete an item, select it by clicking on the item. Once it appears, select and click the "DELETE" button. To Add an Item, select this tab.

JACK O’CONNELL State Superintendent of Public Instruction To add an item, select it using the drop down box. Select and click the "SAVE/ADD" button and confirm the selection. The changes will take effect upon exit.

JACK O’CONNELL State Superintendent of Public Instruction To print or review forms for the SESR or to print out a list of items associated with each of the Monitoring Plan areas (including the presets), select and click "Print Monitoring Forms".

JACK O’CONNELL State Superintendent of Public Instruction To preview forms, select one of the forms on the list and click on "Preview". To print forms, select one of the forms on the list and click on "Print".