Services for the Teacher - CEDR Systems Conference 2015

 CEDR 2015 Conference
May 21- 22, 2015
Services for the
Teacher
Services and CASEMIS
Services and CASEMIS
Only Services on the CASEMIS B page of the Student Record are pulled into the CASEMIS
Report. Since the Student Record is linked directly to the FUTURE IEP, any Service that was
provided to a student between 07/01 and 6/30 must remain on the Service Grid for the
June 30th CASEMIS Report.
If a service was discontinued within that year, enter an End Date but do not delete the
service until AFTER your data is pulled for the June 30 CASEMIS Report.
The Service Grid (Student Record vs. IEP)
The CASEMIS B page of the Student Record displays the same service grid that is displayed
on the IEP. The difference between CASEMIS B and the Services form is that you are able to
run the CASEMIS error check to fix any errors. Any errors that are corrected on CASEMIS B
will also be corrected on the Services page of the Future IEP.
The Student Record is where data is pulled for all reporting, therefore it is important to keep
the Future IEP accurate.
Student Record-CASEMIS B
IEP-Services form
Service History
The History page of the Student Record contains information about the student for as long
as they have been in SEIS. This page records information on Case Managers, Service
Providers, Services, IEPs Status Changes, Transfers, Bulk Changes and more. Information
recorded on this page is based on actions taken in the system (exiting, transferring,
deleting services, etc.) and cannot be edited.
Services are recorded on the History page when:
1. They are added to the Services Grid. Think of this as a service on the Future IEP.
Any changes made to the service before the service is affirmed will be updated on the
History page. For example, if Duration or Frequency is updated, that update will also
reflect on the History page. Each Service is on one line on the History page. A new line
is created with each Add or Update.
2. One of the 3 links on an Affirmed service is clicked. Amend Service, Continue to
New IEP or Discontinue Service.
3. The service is deleted. At the time the service is deleted, it will be added to the
History page with a Deleted On date added to it. PLEASE NOTE: the Deleted On date is
not the End Date. You will still need to fill in the End Date before deleting, or the End
Date will be blank on the History page.
Services will stay on the History page for as long as that student is in SEIS. It is important
to make sure they are accurate.
Adding a Service
The Add New Service button allows you to add a completely new service to the Service
Grid.
1. Click the Add New Service button
2. Enter all required information on the form for the new service
3. Click Save
Services that have been added to the Future
IEP and have NOT yet been Affirmed will
have the Edit and Delete links. The service
will remain editable until it is Affirmed.
Blank Service Grid
You also have the option of adding a blank Service Grid
anywhere on the form. This blank grid will appear on the
printed version of the form, which is handy for handwriting in
information during meetings held off-line.
Session Based vs. Series Based
Selecting Session Based will activate the Minutes per Session and Sessions per Frequency
fields. The Total Minutes per Frequency will calculate automatically.
NOT selecting Session Based, removes Minutes/Session and Sessions/Frequency fields.
Frequency is still required and Total Minutes must be entered manually.
Affirming
Once the service is Affirmed, three links become available. These links serve different
purposes.
1. Amend Service –When the service is changing between IEPs
2. Continue to New IEP – When the service is continuing onto the next IEP
3. Discontinue Service- When the service will no longer be provided
Amending a Service
Amending a service is a 2-step process that involves ending the existing version, then
creating and editing a new version and creating a new version and editing the new version.
In order to amend a service:
1. Click the Amend Service link.
2. Enter the End Date of the current version of the service.
3. Click the Continue button. A new Service Grid will appear with all the information from
the previous version.
4. Update all necessary information for the new version of the service.
5. Click the Save button.
On The Service Grid
The Amended service is automatically marked Do Not Report so that there is not a duplicate
service.
The new version of the service will have Edit and Delete links, so that you are able to edit
the service.
Once the IEP is Affirmed/Attested, the Edit and Delete links will be replaced with the
Amend, Continue to New IEP and Discontinue Service links.
Continue to New IEP
You will use this link when preparing for the next IEP. This link lets SEIS know the existing
service will be continuing. The previous version of the service will be replaced with the new
version of the service.
1. Click the Continue link.
2. The Start Date will default to today’s date. Edit if necessary.
3. Update all necessary information to describe the new version of this service.
4. Click the Save button.
On The Service Grid
The new version of the service will have Edit and Delete links so that you are able to edit
the service until it is Affirmed.
Once the IEP is Affirmed/Attested, the Edit and Delete links will be replaced with the
Amend, Continue and Discontinue links.
Discontinue Service
Discontinuing a service allows you to enter an End Date without having to delete the
Service. When clicking the link you are only able to edit the End Date and the Comments
Box.
1. Click the Discontinue link
2. Add any comments you want about why the service is being discontinued.
3. Enter the End Date of the service.
4. Click the Discontinue button.
On The Service Grid
The service will show on your Service Grid list as Discontinued and will have only a Delete
link.
If the service needs to be included in the June CASEMIS report, do not delete it until the
data for the June 30th CASEMIS Report has been pulled.
Duplicate Services
We understand that sometimes the same service might need to be listed multiple times in
SEIS. This is why SEIS does not create an error for Duplicate Services. CASEMIS however,
does.
If you need to add a service more than once on the IEP, and the services will have the same
Service Code and Provider Agency Code, CASEMIS will consider this a Duplicate Service.
You will need to determine which service needs to be reported to CASEMIS and mark the
other service(s) DNR (Do Not Report). This will allow you to list all services without
receiving a duplicate service error from CASEMIS.
Deleting Services
Any service that was provided between 7/1 and 6/30 of the reporting year must remain on
the Service Grid so that it is reported to CASEMIS. After July 1st , any service that has been
discontinued can be deleted.
Remember that services are only pulled from the Student Record CASEMIS B page and not
the History page. This means that services that are deleted off of the CASEMIS B / Future
IEP will not be reported to CASEMIS.
Discontinued Services should remain until the following has occurred:
1. The service, has been included in an Affirmed IEP. We recommend this so that the
full service history showing when the service was ended will be included on a
Historical IEP.
2. The FINAL June CASEMIS report has been generated.
If you delete a service before it is included in the FINAL June report, that service will not be
reported to CASEMIS and information that helps determine funding will not be reported
accurately.
Please Note: if the service needs to remain on the IEP for an upcoming IEP meeting, then it
would need to remain on the Service Grid until the IEP has been held.
Thank You
We hope you find this information helpful. Please feel free to contact the SEIS Help Desk if
you have any questions about Services in SEIS.
seissupport@sjcoe.net
1-866-468-2891.