PROGRAM ADMINISTRATION – PART Leadership Conference

Workshop Objectives How to…  Staff Information  School Information Introduction to File Maintenance Basic Reports  Student History IEP Power Tools Module GG Consulting, LLC Program Administration – Part 1 2

Updated Manual GG Consulting, LLC Program Administration – Part 1 3 Administrative Functions  Staff Information  School Information  File Maintenance  Form Access  Options/Directories  Update/Print Popups  Fragmented vs Nonfragmented  Should ALWAYS be attached to the Merged Folder for these functions.

Staff Information Fill in ALL required fields.  This can be done at any time in the school year.  Make sure you are attached to the Merge Folder. If a Staff Position is not in the list, call GG Consulting. Select the programs that the individual needs access to.  For unlimited people, you may want to select ALL checkboxes. Use DELETE to delete a school from the list.  If the person has unlimited Access Type, you do not need to list all the schools.  List Schools the individual needs access to. GG Consulting, LLC Program Administration – Part 1 4

Staff Information Merge Access – don’t forget to turn on the limit editability in Merge Inactive Access Access Type – determines WHO YOU CAN SEE Access Level – determines WHAT YOU CAN DO Add to (SM) 2 as a Referring Provider by putting in the person’s Provider ID Last Date of Access – should be updated each year  Align Dates button will update all users below level 7 with this new date Do no delete users; just deactivate them. GG Consulting, LLC Program Administration – Part 1 5

School Information Fill in ALL required fields.  This can be done at any time in the school year but you should let GG Consulting know at rollover time about new schools.  Make sure you are attached to the Merge Folder. State Building Code is the district code for campus.  Once this number is entered, it should not be changed without calling GG Consulting.  Make sure you are attached to the Merge Folder. Class Time is calculated from Start time and End time.  Easiest is to put 1 class period for total amount of instructional time. GG Consulting, LLC Program Administration – Part 1 6

School Information Select Quarter, Semester, or Trimester  Semester is easiest to check. Enter dates or go to another campus with dates and click Align Schedules in District Enter Progress Report Dates – these are the progress reporting periods that will appear on Progress Reports in the IEP writer. GG Consulting, LLC Program Administration – Part 1 7

FILE MAINTENANCE This holds all setup information for SEM.  Options/Directories  Turn on/turn off features in SEM  Form Setup  Determines which staff Access Levels can access which forms in SEM  Update/Print Popups  Control the information in dropdown boxes in SEM Make sure you are attached to the Merged Folder. GG Consulting, LLC Program Administration – Part 1 8

FM – Form Setup Allows SEM Administrator to  Access Levels on Forms  Set Access Levels for each form in SEM.  Procedural Safeguards  Determine on which forms the procedural safeguards checkbox will appear  Medicaid Labels  Set the number of Medicaid labels that will be printed for that form  Referral Forms  Determine which forms will be included in the “Referral Packet” GG Consulting, LLC Program Administration – Part 1 9

FM – Options/Directories This is where the SEM Administrator can turn items on and off as needed  Divided into tabs for various sections of SEM  Folders tab is for GG Consulting  General Settings tab lists non-form specific functions  ARD Form Settings is for ARD related settings like  Evaluation Form Settings if for settings in assessment writer  ITP Form Settings is for settings in ITP section  IEP Form Settings is for settings in IEP/BIP section  Referral Form Settings is for settings in Referral section GG Consulting, LLC Program Administration – Part 1 10

Student History GG Consulting, LLC Program Administration – Part 1 11 Nothing is more important for data management! Everything comes from the SH: PEIMS, REPORTS Student History is created for every PEIMS event  New ARD date (uses date on pg 5 or 6)  New FIE date  Campus change  Semester change  Student’s enrollment status  Withdrawn  Dismissed  Student turns 6

SEM Process New student is entered in SEM in Student Information STUDENT INFORMATION ARD is held and LOCKED ARD LOCKED Student Information is updated with new information from ARD/FIE Student Information updated FIE is completed and LOCKED in SEM FIE LOCKED GG Consulting, LLC Program Administration – Part 1 12

Student History SEM purpose is for archiving information from ARDs  Last year IA  Current IA  Next Year IA THEREFORE, when reviewing printed reports in SEM look to the SH, closest to the report dates, when there is a question about campus, IA, related service, etc GG Consulting, LLC Program Administration – Part 1 13

GG Consulting, LLC Program Administration – Part PEIMS start date 2. Instructional Arrangement for that start date 3. Quarter that the start date is in 4. ARD date that corresponds to the Start Date 5. Type of ARD that was held

GG Consulting, LLC Program Administration – Part 1 15 DISTRICT #: Student’s district at that start date. SCHOOL #: campus the student is attending at that start date GR: Students grade at that start date StartDate: The start date of this history record. EndDate: End date will be blank if student is still active. qtr: Quarter for this start date Status: Student’s status at that start date RT: Referral Type (this is for Indicator 12) - was it an ECI referral or "Other" (doctor, parent), and it only appears on the enrollment screen if the student is less than 3 and a referral ARD Date: Date of ARD for that start date

GG Consulting, LLC Program Administration – Part 1 16 I: Initial ARD T: Transfer ARD 3R: 3- year re-eval ARD Nxt: Begin Next year ARD R: Review ARD D: Dismissal ARD EYD: End of year ARD NoARD: no ARD in system A: Annual ARD F: Failure ARD Dpl: Discipline ARD A-F-Dpl: Annual Failure Discipline ARD A-F: Annual Failure ARD A-Dpl: Annual Discipline F-Dpl: Failure Discipline ARD Type: Type of ARD that was held on that date.

GG Consulting, LLC Program Administration – Part 1 17 FIE Date: Date of FIE from ARD page 1 at that start date. FS: Form Set number of this ARD set when it was locked. Dis 1: Primary disability PEIMS code from ARD page 2 Dis 2: 2 nd disability PEIMS code from ARD page 2 Dis 3: 3 rd disability PEIMS code from ARD page 2 Dis 4: 4 th disability PEIMS code from ARD page 2 Dis 5: 5 th disability PEIMS code from ARD page 2 Multiple: PEIMS indicator for Multiply Disabled from checkbox pg 2 of ARD EC: Early Childhood (PPCD indicator ) - 1 means this child is between 3 and 6 years of age (SH start date on 6th birthday) ECI: These are 0-2 population served only if they are AI, VI or DB. IA: Instructional Arrangement at that start date from schedule page of ARD SM: Special education minutes from schedule page of ARD GM: General Education Minutes from schedule page of ARD

GG Consulting, LLC Program Administration – Part 1 18 Res Type: Residential Type from General Student Information LC: Listening Comprehension indicator from pg 2 of ARD RC: Reading Comprehension indicator from pg 2 of ARD MC: Math Calculation indicator from pg 2 of ARD RF: Reading Fluency indicator from pg 2 of ARD BR: Basic Reading indicator from pg 2 of ARD MPS: Math Problem Solving indicator from pg 2 of ARD WE: Written Expression indicator from pg 2 of ARD OE: Oral Expression indicator from pg 2 of ARD ADD/ADHD: OHI indicator from pg 2 of ARD OTHER: OHI indicator from pg 2 of ARD

GG Consulting, LLC Program Administration – Part 1 19 Srv Plan: Service Plan Indicator APE: APE indicator from ARD Schedule page (subject listed in FM – Options/Directories) LEP: LEP indicator from Student General Information Interp: on AI Supplement indicating their predominant service Funding: Funding code from Student General Information Reg Deaf Code: indicator from Schedule Page of ARD AT: AT indicator from pg 3 of ARD Med Frag: Medically Fragile indicator from pg 2 of ARD Economic Code: Economic code from Student General Information Graduation Code: Graduation Code from ARD supplement

GG Consulting, LLC Program Administration – Part 1 20 Other Assessments: list of assessments from page 1 of ARD with their current date and date to be completed by. If an assessment does not show here, the MONITOR box was not checked in the ARD on pg 1. State Assessment: lists which assessments student will be taking in each subject along with the accommodation.

GG Consulting, LLC Program Administration – Part 1 21 Service Section: Speech: Shows the Speech Count and the speech services from the schedule page. If this is wrong, make sure the subject is “Speech Therapy” selected from the list of subjects on the schedule page. All other Related Services will be listed here also along with the amount of time the service will be given. Life Skills: Indicator from the schedule page using the subject listed in FM- Options/Directories for Personal Care Program: Lists the school program from page 5 (or 6) of the ARD

GG Consulting, LLC Program Administration – Part 1 22 Lists information from TAKS worksheet

Before School GG Consulting, LLC Program Administration – Part 1 23 AFTER Rollover  Assign Students to Staff – CASE MANAGERS  Add/Deactivate Staff  Never delete  Verify staff member’s campus assignment in Staff Information  Update each member’s Last Date of Access Train Users on new updates  Manuals available on website  Leadership Presentations available on website   Login: Need username and Password (call GG Office)  Download

Routine Maintenance GG Consulting, LLC Program Administration – Part 1 24 Compact/Repair Data Check for duplicate students (fragmented only) Transfer students within district (fragmented only) Change Student ID Change Date of ARD meeting w/o Unlocking (RU) Change type of ARD w/o Unlocking (RU)

End of Year Activities GG Consulting, LLC Program Administration – Part 1 25 BEFORE Rollover  Lock all ARDs that occurred this year  Lock all FIEs that occurred this year  Enter any new schools to your district in School Information and let GG Consulting know at rollover.  For students who will be retained, change Next Grade to Current Grade  Run Reports (Child Find, etc.)  FINAL STEP before rollover  Change dates in School Information to next year dates