SSEM Advisory Committee April 23, 2009

1. SSEM Advisory Committee April 23, 2009

2. Topics of Discussion • Upcoming SSEM Open Labs • SpS Task Model • Release Date • Sample Screens • Finalization of Forms • New ODE Forms • PB Bug List • Purging Unfinalized Forms • Current Issues • Mac Issue • EMIS Extract • Update • Tips • Current Issues • PB Updates • IE 8 & Adobe Reader 9.0 Upgrades • Questions?

3. SpS Task Model • In final stages of development • Will be released in phases • Phase 1 – 6.0 Task Model • Expected release date of 7/13/2009 • Items contained: • New teacher screens • New ODE forms • Current Admin security screens • Phase 2 – 6.1 Task Model • Expected release date of 8/12/2009 • Items contained: • New Admin security screens • EMIS FY10 changes

4. SpS 6.0 Open Task Screen

5. SpS 6.0 Closed Task Screen

6. SpS 6.0 Task Queue

7. SpS 6.0 Start New Task Screen

8. SpS 6.0 Add Additional Form Screen

9. SpS 6.0 Upload Form Screen

10. SpS 6.1 Security Roles

11. SpS 6.1 Security Roles

12. SpS 6.1 Assigning Security Roles Screen

13. SpS 6.1 Task Setup

14. SpS 6.1 Task Setup

15. Finalization of Forms • At the time of the upgrade, all proposed forms will be finalized. • IEP’s should be finalized by district personnel before leaving for the summer. • Some school districts are adding this requirement to teacher check-out lists. • If the forms are not finalized at the end of the year by the district, the upgrade will finalize them automatically. • However, they will all be finalized together, IEP, progress reports, ETR, in ONE finalized set. • Any old IEPs that haven’t been finalized should be finalized as an Other set. There should only be one good set for this year. • Any SSEM banks that have been created will roll over.

16. New Special Ed Forms • The new forms are a reorganization of information. • Because of the total redesign of the forms by ODE, the Create From Existing (CFE) option will only work when using new form to new form. You will NOT be able to create from existing from old form to new form. • New Forms effective date: September 1, 2009. You can have a parent meeting on 8/31/09 and use the old forms – If you have a meeting on 9/1/09, it must be on the new forms . Likewise, if you finalized the IEP with the old forms, and 9/1/09 or later you do an addendum, the whole IEP must be re-written on the new forms.

17. New Special Ed Forms • Progress Reports will all display in portrait mode in the new module. • A new form series, PR09 will be created. This is for Service Plans. (When a PARENT places their student at a private school and you provide services.) • This is not used when you, the district, place the student at a private school. The key word here is “PARENT.”

18. Bug List • Not leaving a placeholder for blank services on the EMIS Data Collection Form (DCF). (5.1.2) • Test date year calculation on EMIS extract is placing 2009 instead of 2008 for October in the EMIS extract. (5.1.2) • Due date calculation on IEP Due Date Report not calculating as a year minus one day. (6.0) • Disability Condition print from PR06P2 . (6.0) • Copy/paste showing new funky characters. This is being looked at. A work around for now is use notepad to copy from.

19. Purging Unfinalized Forms • Mass Delete of Unfinalized Forms • Used to purge old proposed forms from the system • Deleted forms CANNOT be restored • Submit a helpdesk ticket by 5/29/2009 including purge date. • By default all proposed forms with a creation date prior to 7/1/07 will be purged.

20. Current Issues • Class Print – only designed to print progress reports • Problems with Adobe Reader 9.0 installs • Progress Reports are blank when viewing them using Print Merge • PB 8.0 Delete Staff Utility • Transferring staff activity does NOT transfer the user’s SSEM banks • Will be fixed in the PB 8.1 release

21. Mac Issue • Safari and Adobe Reader. They are not behaving well in the newer versions. Scrolling scrambles the screen. This is NOT an SSEM issue. It is a conflict between Safari and Adobe. Some users have found that if you use the slide bar in the browser it will act ok. Using the wheel on the mouse causes a mess.

22. EMIS Extract Update • It’s here! • It’s working! • Currently MVECA is doing extract for districts in order to test. • Will be making this available for districts to do on their own.

23. EMIS Extract – Tips • Data must be clean • Before finalizing IEP • Ensure Date Code Form is filled out. • If a Disability Code changes, form MUST include a new Disability Determination and Disability Start Date. • Include Date Code Form in finalized set! • Data Collection Forms must be correct. • Secondary Planning • If student is underage – mark Secondary Planning as Not Applicable, and leave Program Code blank.

24. EMIS Extract - Tips • Finalizing IEPs • Make sure only the current IEP is included in EMIS for each student • If more than one IEP is included, it will cause errors in the extract

25. Current Issues – EMIS Extract • EMIS Coordinator Security • Requires 300/500 level security access. • Must also have either Principal, Clerical, Guidance, Master or School Administrator role.

26. ProgressBook Updates • ProgressBook 8.1 • Released 3/3/09 • Requires SQL 2005/2008 to run • Will be installed at MVECA during summer • Allows the transfer of SSEM Banks with the Transfer/Delete Staff Utility

27. Software Updates • IE 8 • Next school year, PB and SSEM will work with IE 8. Do not update to that version until August. • Adobe Reader 9.0 • SSEM is now functioning properly with Adobe 9.0. • This is not required to use SSEM (SpS), but it WILL be a requirement for PB users. • As always, please ensure the old version of Adobe has been completely uninstalled before attempting to install an upgrade.

28. Questions?