1. CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction California Department of Education Special Education Self- Review Training Entering Findings into the SESR Software March 2008

2. JACK O’CONNELL State Superintendent of Public Instruction Before You Begin Make sure of the following: –PLEASE READ THE DETAILED SOFTWARE MANUAL. –The Monitoring Plan has been approved by CDE and the relevant data entered into the SESR software. –The forms used to conduct the SESR were generated using the approved Monitoring Plan. –The Summary of Non-compliant Findings has notations in each section of the form, either: NC findings; A statement that the area was assessed and there were no non-compliant findings; or A statement that the area was not assessed for that student because it did not apply.

3. JACK O’CONNELL State Superintendent of Public Instruction When the software is started, a log on screen will appear. It requires four items – USERNAME PASSWORD DISTRICT and DISTRICT PASSWORD

4. 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".

5. JACK O’CONNELL State Superintendent of Public Instruction Phase II-Enter Student Data and District Findings includes a number of functions: Entering new students- students not included in the CASEMIS data download; Editing entries of new students; Entering findings at the student and district level; Editing findings; and Previewing and Printing Reports.

6. JACK O’CONNELL State Superintendent of Public Instruction To enter a new student (one not included in the software), select and click the first button.

7. JACK O’CONNELL State Superintendent of Public Instruction Under INSTITUTIONAL IDENTIFICATION select the District of Service and School. Enter demographic information about the student under STUDENT DEMOGRAPHICS.

8. JACK O’CONNELL State Superintendent of Public Instruction To edit information about a student who has been entered select and click the second button.

9. JACK O’CONNELL State Superintendent of Public Instruction Select the student from the drop down list.

10. JACK O’CONNELL State Superintendent of Public Instruction Select and click the "EDIT" button and the software will open the fields that are available to edit. The software also allows a newly entered student to be deleted using the "DELETE" button.

11. JACK O’CONNELL State Superintendent of Public Instruction The software does not permit the user to edit information about students imported through the CASEMIS data download. FAKE

12. JACK O’CONNELL State Superintendent of Public Instruction To enter findings select and click the third button.

13. JACK O’CONNELL State Superintendent of Public Instruction To enter student level findings, select and click "Student Level Forms".

14. JACK O’CONNELL State Superintendent of Public Instruction Begin by selecting the student whose findings are to be entered. Use the drop down list. Be sure to open every area that was reviewed for a given student whether or not there were non- compliant findings.

15. JACK O’CONNELL State Superintendent of Public Instruction Once the student is identified, the user needs to identify what items (School Age, Preschool, or Infant) or what section of the reviewed student record form needs to be entered (English Learners, IEP Implementation, etc.).

16. JACK O’CONNELL State Superintendent of Public Instruction The School Age Review form is organized into sections. The School Age section includes items that apply to all students. These must be evaluated for all school age students. Other sections include items that apply only to some students (e.g., Low Incidence, English Learners). If the items apply to the student, then the additional items in the special sections must also be entered into the software.

17. JACK O’CONNELL State Superintendent of Public Instruction Record findings in the appropriate section of the Summary of Non- compliant Findings Worksheet form. If an item is marked Non- compliant or Not Applicable, the reviewer must record the reason for making their determination. Enter the Item Number; whether the Item is NC or NA; and the reason (what was observed) for making the determination of NA or NC.

18. JACK O’CONNELL State Superintendent of Public Instruction School Age Review Items Recording findings in the proper section of the Summary of Non- compliant Items form facilitates accurate entry in the software.

19. JACK O’CONNELL State Superintendent of Public Instruction The School Age area in the software corresponds to the School Age section of the student record review form. This section must be completed for all students who are school age. Once the School Age button is selected the "Enter A Finding" window appears. The window will only display items that were on the record review forms. The window includes information about the Item. And it includes several ways to navigate through the items.

20. JACK O’CONNELL State Superintendent of Public Instruction Use the navigation buttons or the drop down box to find the item you wish to enter for the student.

21. JACK O’CONNELL State Superintendent of Public Instruction The software assumes the item is Compliant unless a finding is entered. Press "Non- Compliant" or "Not Applicable" to enter a finding for that student on that item. When the entry is complete select and click on "SAVE".

22. JACK O’CONNELL State Superintendent of Public Instruction The software will indicate that the finding is saved. Select and click "OK" and the screen will be set to enter another finding. NOTE: If a student has been reviewed but there are no "Noncompliant" or "Not Applicable" findings, you must pull up the student’s name and select and click "SAVE". The software will automatically default to Compliant. This insures that the software records that the student has been reviewed and creates an accurate student count.

23. JACK O’CONNELL State Superintendent of Public Instruction Use navigation buttons to find next item. When completed with all items for that student, select and click "RETURN TO SELECTION" button.

24. JACK O’CONNELL State Superintendent of Public Instruction The software will ask if all items have been entered for this form. If completed, enter "Yes". It is important to enter this information correctly as it is needed in several of the reports generated by the software.

25. JACK O’CONNELL State Superintendent of Public Instruction If completed, there is a COMPLETED indicator in green next to that form area.

26. JACK O’CONNELL State Superintendent of Public Instruction If the user entered "NO" (not completed), there is an INCOMPLETE indicator in red next to that form area.

27. JACK O’CONNELL State Superintendent of Public Instruction To continue entering student data, the next area to be entered is selected and clicked.

28. JACK O’CONNELL State Superintendent of Public Instruction Use navigation buttons to locate items, enter findings, and go on to the next section.

29. JACK O’CONNELL State Superintendent of Public Instruction Be sure to open and indicate completion for every area that was reviewed for a child - even if there are no non-compliant findings. The software uses the information to calculate systemic findings and to generate several reports.

30. JACK O’CONNELL State Superintendent of Public Instruction To complete sections tested that have no noncompliance - open the section for the student, click on "RETURN TO SELECTION" and answer "Yes" when asked if you have reviewed all of the items on the form.

31. JACK O’CONNELL State Superintendent of Public Instruction To select the next student, return to the "Select a Form" screen and use the drop down box to select the next screen.

32. JACK O’CONNELL State Superintendent of Public Instruction To enter Policy and Procedure findings – select and click the "District Level Forms" button.

33. JACK O’CONNELL State Superintendent of Public Instruction Next, select and click "Policies and Procedures".

34. JACK O’CONNELL State Superintendent of Public Instruction Like the student record, use the navigation buttons to find the Item Number and enter the finding.

35. JACK O’CONNELL State Superintendent of Public Instruction Once the finding is entered, select and click the "SAVE" button.

36. JACK O’CONNELL State Superintendent of Public Instruction Select and click "OK".

37. JACK O’CONNELL State Superintendent of Public Instruction Like the student record, indicate when all of the items have been recorded for the district. If complete, select and click the "Yes" button.

38. JACK O’CONNELL State Superintendent of Public Instruction To edit student or District findings select and click the fourth button.

39. JACK O’CONNELL State Superintendent of Public Instruction To begin, on the Edit Findings screen find, select and click "Student" or "District".

40. JACK O’CONNELL State Superintendent of Public Instruction Select a student using the pull down list.

41. JACK O’CONNELL State Superintendent of Public Instruction Student information will appear; findings can be scrolled using navigation buttons.

42. JACK O’CONNELL State Superintendent of Public Instruction Selection of "Edit Findings" allows a change from Non- Compliant to Compliant to Not Applicable. Select Non- Compliant and you will be permitted to edit the finding. Selecting and clicking "DELETE" will delete the finding.

43. JACK O’CONNELL State Superintendent of Public Instruction To edit District level findings, select and click "DISTRICT". Then "EDIT" or "DELETE" findings in the same manner as for "STUDENT" findings.

44. JACK O’CONNELL State Superintendent of Public Instruction To View or Print reports, select the last button.

45. JACK O’CONNELL State Superintendent of Public Instruction To select a report, double click on the button next to the report you want to view or print.

46. JACK O’CONNELL State Superintendent of Public Instruction This screen allows the user to customize reports. To change the defaults, select and click on the radio button. Drop down lists will enable the user to select specific subsets to be included in the report. Select and click "Print" or "Preview" to review a report. To export a report, first select and click "Preview".

47. JACK O’CONNELL State Superintendent of Public Instruction Sample report – Student Listing

48. JACK O’CONNELL State Superintendent of Public Instruction Sample Report - Students with Findings

49. JACK O’CONNELL State Superintendent of Public Instruction Sample - Item List of Students with Findings

50. JACK O’CONNELL State Superintendent of Public Instruction Sample - Summary Item List

51. JACK O’CONNELL State Superintendent of Public Instruction Sample – District Findings List

52. JACK O’CONNELL State Superintendent of Public Instruction School Age Infant Items Not Reviewed Preschool Items Not ReviewedIdent. & Init. Assessment Completed Suspension Expulsion Not ReviewedLow Incidence Not Reviewed English Learners CompletedAfrican American Not Reviewed Transition Not ReviewedBehavior Intervention Plans Not Reviewed Ed. Benefit CompletedIEP Implementation Not Reviewed OHI/Diabetes Not Reviewed Sample – REVIEW FORMS COMPLETED record report

53. JACK O’CONNELL State Superintendent of Public Instruction The accuracy of the POTENTIAL SYSTEMIC REPORTS is based on: 1) Complete data entry for all students – including opening and completing all forms tested; and 2) Using the appropriate compliance threshold/ tolerance value.

54. JACK O’CONNELL State Superintendent of Public Instruction Once the POTENTIAL SYSTEMIC REPORTS report has been selected, the software will ask for the Non-compliance Tolerance. This value can be found in the same table that was used to establish the number of student records to be reviewed.

55. JACK O’CONNELL State Superintendent of Public Instruction What is the Non-compliance Tolerance Percentage? Special Education Self-Reviews: Selection of Student Records Enrollment Group District Size Number of Special Education Students Random Sample Size (Number of SE Files) Non- compliance Tolerance Percentage Sample of Infant/ Toddler Files Sample of Preschool Files 1150,000 +4,158 – 19,950.5% up to 80 2588 230,000 – 149,9992,055 – 16,438 2% up to 70 2277 315,000 – 29,999975 – 3,498 3% up to 60 1966 45,000 – 14,999400 – 1,830 8% up to 50 1655 51,000 – 4,99960 - 682 30% up to 40 1344 6a1 – 99920 - 129 50% up to 30 1033 6bLESS THAN 20NONE000

56. JACK O’CONNELL State Superintendent of Public Instruction Sample – Potential Systemic Report

57. JACK O’CONNELL State Superintendent of Public Instruction Sample – DISTRICT Item List of Findings

58. JACK O’CONNELL State Superintendent of Public Instruction School Age 27Infant Items 2 Preschool Items 3Ident. & Init. Assessment 14 Suspension Expulsion 1Low Incidence 6 English Learners 7African American 9 Transition Not ReviewedBehavior Intervention Plans Not Reviewed Ed. Benefit 5IEP Implementation 10 OHI/Diabetes Not Reviewed Sample – REVIEW FORMS COMPLETED record report Policies and Procedures1 SELPA Governance1

59. JACK O’CONNELL State Superintendent of Public Instruction Smith Wesson Smilodon Remington Meade Smith Wesson Sample – OVERALL FINDINGS REPORT

60. JACK O’CONNELL State Superintendent of Public Instruction Sample – Systemic List