The navigation bar is located at the top of the home page, just below the SELPA Manager logo. It contains links (and drop-down menus containing links) that activate certain features in the program, described in this section.
Print reports
Generate reports related to students and IEPs.
The program returns reports as pdf documents to the screen. You can then print them to paper, either from within the browser (with a plug-in) or from a separate application (e.g., Adobe Reader or Preview). If the document appears within the same web browser window, use the browser's back arrow to return to the home page..
Report types
Student reports - caseload
Abbreviated
Print a landscape report, one line per student service. You must provide services to students on the report evaluation date, or no students will be found. The report evaluation date is the current date. To evaluate services on some other day, enter the date in the student search box.
By teacher
This is the student by teacher report. Prints a landscape report, with one four-line, horizontal block per student. For a student to appear in the report, you must provide services to the student on the report evaluation date. The evaluation date is, by default, the current date. (To use a different evaluation date, enter it in the student search box).
By tchr w/stdnt nbr
Similar to the student by teacher report (above), but prints the student ID rather than the record number. For a student to appear in the report, you must provide services to the student on the report evaluation date. The evaluation date is, by default, the current date. (To use a different evaluation date, enter it in the student search box.)
Students listed*
Print a landscape report, one line per student service. *You must have students listed on the home page to run this report.
Student reports - DRDP blank forms
Prints blank DRDP forms only. Currently there are five types: 2010 infant, 2010 Preschool, 2010 School Age, DRDP-access, and PS DRDP-R. At the present time, only the DRDP-access and PS DRDP-R forms can be used in association with CASEMIS submissions.
You cannot print completed DRDP forms here. If you want to edit DRDP information, or print completed DRDPs, then select a student (radio button), and click on the DRDP button beneath the student list.
Student reports - enrollment
By disab/dist res*
Print an enrollment summary by disability report, landscape format. Each row represents one district of residence, and each column represents a disability. The intersection (cell) is the count of the disability type for the district. *You must have students listed on the home page to run this report.
By disab/dist svc*
Print an enrollment summary by disability report, landscape format. Each row represents one district of service, and each column represents a disability. The intersection (cell) is the count of the disability type for the district. *You must have students listed on the home page to run this report.
Student reports - error check
Errors*
Print a portrait report, listing errors for each student record. (The administrator determines which items in the student record constitute errors.) *You must have students listed on the home page to run this report.
Warnings*
Print a portrait report, listing warnings for each student record. (The administrator determines which items in the student record constitute warnings. Warnings do not prevent a student record from being saved.) *You must have students listed on the home page to run this report.
Errors and warnings*
Print a portrait report, showing errors and warnings for each student record. (The administrator determines which items in the student record constitute errors and warnings.) *You must have students listed on the home page to run this report.
Student registers - MediCal
Blank
Print a blank MediCal register, landscape format, beginning at the current week. To start on another week, enter a date from that week in the student search box.
Completed
Print a MediCal register, landscape format, sorted by class code, service, and student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box.) Excludes holidays for each teacher assignment. You must have provided services over the period of the register.
Name sort
Print a MediCal register, landscape format, sorted by student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box.) Excludes holidays for each teacher assignment. You must have provided services over the period of the register.
Name sort-ADA age
Print a MediCal register, landscape format, separated into ADA age groups. Sorted within age groups by student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box.) Excludes holidays for each teacher assignment. You must have provided services over the period of the register.
Primary svcs only
Print a MediCal register for primary student services only, landscape format, sorted by class code, service, and student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box, below.) Excludes holidays for each teacher assignment. You must have provided primary services over the period of the register.
Student registers - Standard
Blank
Print a blank, standard register, landscape format, beginning at the current week. To start on another week, enter a date from that week in the student search box.
Completed
Print a standard register, landscape format, sorted by class code, service, and student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box, below.) Excludes holidays for each teacher assignment. You must have provided services over the period of the register.
Primary only
Print a standard register for primary student services only, landscape format, sorted by class code, service, and student name. Contains actual minutes of service. Begins at the current week. (To start on another week, enter a date from that week in the student search box, below.) Excludes holidays for each teacher assignment. You must have provided primary services over the period of the register.
Student registers - custom build
Display a selection dialog, allowing you to select the type of register (MediCal, standard, or SDC), date range, sort order, primary or non-primary services, and excluded dates and vacations. From the selection dialog, you can proceed with printing.
Student reports - students by school type*
Print a landscape report, one student per row, separated into groups by the type of the school of enrollment (as listed in the student record). A pie chart at the end of the report displays the relative number of students in each school type. *You must have students listed on the home page to run this report.
Student reports - timeline
3rd BD-detail*
Prints a landscape report in CASEMIS format, for students whose initial IEP has occurred after their third birthday, in the current academic year. (To use a different academic year, enter a date in that year, in the student search box, below.) Excludes students with no birthday entered, and students whose parents gave consent within 60 days before the third birthday. For the number of days elapsed after the third birthday, the routine uses the closest of initial evaluation, last IEP, or entry date. *You must have students listed on the home page to run this report.
3rd BD-summary*
Prints a portrait report in CASEMIS format, for students whose initial IEP has occurred after their third birthday, in the current academic year. (To use a different academic year, enter a date in that year, in the student search box, below.) Each row represents a district of attendance for the listed student(s), while the columns represent the count of total students, total referrals from Part C, and the delay reasons. Excludes students with no birthday entered, and students whose parents gave consent within 60 days before the third birthday. For the number of days elapsed after the third birthday, the routine uses the closest of initial evaluation, last IEP, or entry date. *You must have students listed on the home page to run this report.
60-d detail-exceed*
Prints a landscape report in CASEMIS format, for students whose initial evaluation is more than 60 days beyond the parent consent date. Each row represents one student; the columns include the parent consent date, the initial evaluation date, the days elapsed, and the various delay reasons. Omits students with blank consent or initial evaluation dates. The count skips district and track vacations/holidays of more than 5 days. (The district is determined from the student school of enrollment.) To use a different number of days for evaluating exceedence, enter the number into the student search box. *You must have students listed on the home page to run this report.
60-d detail-within*
Prints a landscape report in CASEMIS format, for students whose initial evaluation is 60 days or less from the parent consent date. Each row represents one student; the columns include the parent consent date, the initial evaluation date, the days elapsed, and the various delay reasons. Omits students with blank consent or initial evaluation dates. The count skips district and track vacations/holidays of more than 5 days. (The district is determined from the student school of enrollment.) To use a different number of days for evaluating compliance, enter the number into the student search box. *You must have students listed on the home page to run this report.
60-d summary-exceed*
Prints a portrait report in CASEMIS format, for students whose initial evaluation is more than 60 days from the parent consent date. Each row represents a district of attendance for the listed student(s), while the columns represent the count of total students, and the count of students having certain delay reasons. Omits students with blank consent or initial evaluation dates, or cases where the initial evaluation precedes the consent date. The count skips district and track vacations/holidays of more than 5 days; the district is determined from the student school of enrollment. To use a different number of days for evaluating exceedence, enter the number into the student search box. *You must have students listed on the home page to run this report.
60-d summary-within*
Prints a portrait report in CASEMIS format, for students whose initial evaluation is within 60 days from the parent consent date. Each row represents a district of attendance for the listed student(s), while the columns represent the count of total students, and the count of students having certain delay reasons (they will be empty for the compliance case). Omits students with blank consent or initial evaluation dates, or cases where the initial evaluation precedes the consent date. The count skips district and track vacations/holidays of more than 5 days; the district is determined from the student school of enrollment. To use a different number of days for evaluating compliance, enter the number into the student search box. *You must have students listed on the home page to run this report.
Overdue-either
Print a landscape report, one line per student service, for students that are overdue for either an evaluation (more than three years from the last evaluation) or an IEP (more than one year from the last IEP). The evaluation date is the current date; to evaluate overdue status on some other day, enter the date in the student search box.
IEP reports
Blank forms
Print blank pages for an entire IEP. The form set to be printed will depend upon the form set that the administrator has selected for creating new IEPs on the web.
Goal progress*
Print a portrait-format report containing goal progress evaluations for a selected IEP. (*You select an IEP by clicking on the radio button for a row in the green list, on the home page.) Prints only for IEPs of form types DFL6 or DFL7 that contain one or more goals.
IEP status report*
Prints a portrait-format report showing the current status of listed IEPs. For IEPs using form types DFL6 and DFL7, the report also displays incomplete items, if any. (The administrator configures incomplete items as a function of the student plan type and, in some cases, the IEP meeting type.) *You must have IEPs listed on the home page to run this report.
Attendance
Allows you to enter attendance information on students, for one or more of your classes.
To edit an attendance register, you must be listed in the staff section of SELPA Manager, and you must have at least one active assignment, to provide a special education service at a school
The program displays an "Attendance for..." dialog, in which you can select one of your teacher assignments (a service at a school). Select the row representing the assignment by clicking on the radio button for that row.
The attendance register contains four weeks in columns (Monday-Friday), and student names in rows. If you select a starting date other than a Monday, then the printed register will begin at the previous Monday.
Click on the Edit class register button.
If the teacher assignment includes student services over the 20-day period of the register, then the program will display the class register for editing. Rows represent individual students, while columns represent dates.
If there are no services for the assignment in the 20-day period, then an error message will appear on the "Attendance for..." dialog.
Enter attendance information
You enter marks for present, excused absence, unexcused absence, etc., along with the number of minutes for the class or service provided. Use the codes that appear at the top of the register page.
Click on the Save button to return to the "Attendance for..." dialog.
You can either select another assignment to edit, or click on the Cancel button to return to the home page.
Feedback
Leave a message for the program administrator.
The program stores your message in the event tracking section of the program. If your question or request is time-sensitive, or you are not sure that the administrator is using the event tracking section, then it may be preferable to send an email message to the administrator.
Forms closet
Opens a separate window containing blank (template) forms, in pdf, Word, and/or other formats).
The Forms Closet holds less-frequently used blank forms, templates, and other documents that the administrator has provided for your use. The form names appear as listed links in the window. Clicking on a form link downloads the document to your computer.
Depending on the type of document and how your web browser is configured, the browser may:
Open the form directly within the browser window for editing. You might obtain this result if, for example, you are opening a pdf template and your web browser has a pdf plug-in.
Open the form in some other application on your hard disk, such as Microsoft Word or Microsoft Excel. In this case, the browser recognizes the form type and knows how to deal with it (or has been configured to deal with it in a particular way).
Prompt you to select another application on your computer, with which to open the form. In this case, the browser either does not recognize the document type, or has not been configured to automatically open the appropriate application.
Ask if you want to download the form (without selecting an application with which to open it). In this case, you will need to either double-click on the downloaded form; or open the application on your computer, and then open the form.
Once the blank form is downloaded, you can complete it as needed, save the changes to disk, and then upload it, in order to attach it to a particular IEP in the program. Each IEP can hold an unlimited number of attached documents.
Help
Displays this help window.
Setup
Allows you to customize the home page, and to change your password
Preferences
Clicking on this link causes the program to display a user preferences dialog. You can select the initial search and sort order for both the upper (Student) and lower (IEP) lists. You can also specify whether or not the "My Current Stats" section should be open initially. You can enter default participant names and an IEP location; these defaults can then be pasted into an IEP that contains a notice of meeting form (certain IEP form types only).
Change password
Allows you to change your login account password. You will need to enter your current password again, as well as the new password. This change will affect anyone who logs into the program with your name, whether on the web or in the district office with 4D Client.
You should log out rather than simply closing the web browser window.
Additional note: If you are inactive for a period of time, then the program may log you off automatically. To avoid getting logged off as a timeout, you can take some action that involves communicating with the server, such as performing a search, generating a report, or (if you are editing an IEP), clicking on one of the navigation page tabs.
3. My current stats
Provides at-a-glance information about your view into SELPA Manager. Click on the special arrow button () to reveal or hide this section.
This pink-colored area is located just below the navigation bar, at the top of the page. If you don't see it, then check with the program administrator - it's an optional section, and it can be turned off.
My current stats displays your program access level under your current login name, and which students and IEPs you are able to view (your case load). If you have school or district access restrictions, then the school(s) or district(s) that you may access will be listed.
If you are a teacher and do not see your case load, or if your access level appears to be incorrect, then contact the administrator. Your login name may be associated with the wrong access group.
This section also indicates how many of the accessible students are due or are overdue for evaluations; and how many of your IEPs are incomplete, reviewed, and/or locked. Reviewed and locked IEPs cannot be edited on the web (except for goal progress).
A colored bar near the bottom of the section displays the "My current stats" information graphically. The bar represents the total number of students that are accessible with your login name. The red portion represents current students that may be overdue for either an IEP or an evaluation. The medium-blue portion represents current students that do not appear to be overdue for an IEP or an evaluation. The dark blue portion represents all other (non-current) students.
You can click on the linked text to display the associated students or IEP/IFSPs.
4. Student (blue/upper) list
Students (list)
Lists student records found as a result of search activity. Click on the special arrow button () to reveal or hide this section.
Each row in this list represents the "MIS" record for one student in the program.
Initially, the list may be empty; what appears will depend upon how the administrator has configured the home page in Preferences. Regardless of the preference setting, however, you can search for students by name, date of birth, or other criteria (e.g., those for whom you are case manager).
Additionally, listed students may appear in different colors. (The administrator determines whether the colors will be present.) The colored rows allow you to recognize at a glance which students may be overdue for, or have upcoming IEPs or evaluations. A color key appears below the listed students.
The list has seven columns:
Select - A button, allowing you to select a particular student, for whom to create an IEP; edit an IEP notice; or perform some other task.
Record no. - The student's SELPA Manager record number (7-digit district code + 5-digit numeric ID + four-digit "site" code).
Student - The name of the student. The name is underlined as a link - you can click on the name to reveal demographic information about the student, in a separate window (read-only).
Last IEP - Date of the student's last IEP meeting.
Next IEP - Scheduled date for the student's next IEP meeting.
Last eval. - Date of the student's last 3-year evaluation meeting.
Next eval. - Scheduled date for the student's next 3-year evaluation meeting.
To sort the list by any column other than the first (Select) column, click on the up (^) or the down (v) arrow, just to the left of the column title.
Students (drop-down list and search box)
Search for students by teacher caseload, currency of services, name, date of birth, and other parameters.
If a search returns a large number of students, then the results may appear on a series of "pages". For example, if the search finds 524 students, then the description might state, "10 listed, page 1 of 53 (total of 524)". Use the navigation buttons above the list to move among the pages.
You can specify the number of records beyond which the pagination will begin after a search. From the navigation bar, select "Setup -> Preferences".
Drop-down list - Used to specify the type of student search. Available options include --
All for me
If your login account has teacher access, then this search should only locate students for whom you provide or have provided a service, or those students for whom you may be scheduled to provide a service in the future. (SELPA Manager permits scheduling/planning for future student services).
The results should also include students for whom you are designated as the case manager. Furthermore, if the administrator has assigned you the caseload of another teacher, then the students for the other teacher (both services provided and case manager roles) should be included in the results.
If your login account does not have teacher access, then this search should find all students, subject to any school-level or district-level access restrictions that apply to your account. (School and district-level access restrictions do not apply for teacher-type access.)
For example, if your login is as a counselor, but you are restricted to accessing one particular school, then "all for me" should find only those students whose school of enrollment is that particular school.
Alternately, if you do not have school access restrictions, but instead have district access restrictions, then "all for me" should find all students within the allowed district(s) - students whose SELPA Manager record numbers begin with the district code of an allowed district for your account.
There may be instances where, for example, a counselor is the case manager for a student who is otherwise not accessible, due to school or district access restrictions. In this case, the student should be included in the list.
Case manager - Students for whom you serve as case manager. Does not include the students whose case manager is another provider whose caseload is assigned to you.
Case manager current - Students for whom you serve as case manager, who are receiving services as of today's date. Teacher, school, or district-level access restrictions that apply to your account may reduce the number of students listed. Does not include the students whose case manager is another provider whose caseload is assigned to you.
Case manager current primary - Students for whom you serve as case manager, who are receiving a service designated as primary, as of today's date. Teacher, school, or district-level access restrictions that apply to your account may reduce the number of students listed. Does not include the students whose case manager is another provider whose caseload is assigned to you.
Current - Students who receive services as of today's date. Teacher, school, or district-level access restrictions apply. For teachers, includes current students for whom you are case manager. For teachers, includes current students of another teacher, whose caseload is assigned to you.
Current caseload (non-teacher) - (Read-write and higher access levels only.) Students who receive services from you as of today's date. School or district-level access restrictions apply.
Current as of: - Students who receive services as of a date that you enter in the student search box. Teacher, school, or district-level access restrictions apply. For teachers, includes current students for whom you are case manager. For teachers, includes current students of another teacher, whose caseload is assigned to you.
Current for: - (Read-write and higher access levels only.) Students who receive services from a specific provider, as of today's date. Enter the provider's name in the student search box. School or district-level access restrictions apply.
Current primary - Students who receive primary services as of today's date. Teacher, school, or district-level access restrictions apply. For teachers, includes current students for whom you are the case manager. For teachers, includes current students of another teacher, whose caseload is assigned to you.
Current primary as of: - Students who receive primary services as a date that you enter in the student search box. Teacher, school, or district-level access restrictions apply. For teachers, includes current students for whom you are the case manager. For teachers, includes current students of another teacher, whose caseload is assigned to you.
Current primary for:(Read-write and higher access levels only.) - Students who receive primary services as of today's date, from a provider whose name you enter in the student search box. Includes current students for whom the specified provider is the case manager. Includes current students of another teacher, whose caseload is assigned to the provider. If the person whose name you entered does not provide any services, then this search will return no students. Your school or district-level access restrictions, if any, will narrow the results.
Dropped my services - Students who have dropped all services with you, as of today's date. Teacher, school, or district-level access restrictions apply.
Dropped all services - Students who have dropped all services, as of today's date. Teacher, school, or district-level access restrictions apply.
Find by DOB: - Search for a student whose date of birth matches the date entered into the search box. Teacher, school, or district-level access restrictions apply.
Find by enrollment school: - Search for a student whose school of enrollment name or code matches your entry in the search box. The school code must be an exact match, but the you can enter the starting portion of a school name. The school of enrollment is a student-level field; it may not be the same as the school at which the student is receiving special education services. Teacher, school, or district-level access restrictions apply.
Find by residence district: - Search for a student whose district of residence name or code matches your entry in the search box. The district code must be an exact match, but the you can enter the starting portion of a district name. Teacher, school, or district-level access restrictions apply.
Find by first name: - Search for a student whose first name matches your entry in the search box. You can enter the beginning portion of the name; for example, "alb" will find "Albert" and "Alberto" (case-insensitive). Teacher, school, or district-level access restrictions apply.
Find by first name (regex): - Search for a student by first name only, using a regular expression that you entered into the search box. Teacher, school, or district-level access restrictions apply.
If you are handy with regular expression syntax, then you should be able to apply it here. For example, if you weren't sure whether a student's first name was entered as "Alberto" or "Elberto", you could enter this phrase into the search box,
/^(elb|alb)/i
(the slash characters are needed if you use a modifier like "i" (for case-insensitive). The other modifiers that are available include: "m" - multi-line; "u" - ungreedy; "e" - no empty string match; and "." - dot matches all. These modifiers can be combined.
Because regular expression searches are sequential (they do not use field indexes), they take longer to complete than other types of searches.
Find by last name: - Search for a student whose last name matches the text entered into the search box. You can enter the beginning portion of the name; for example, "som" will find "Sommers" and "Sommatino" (case-insensitive). Teacher, school, or district-level access restrictions apply.
Find by last name (regex): - Search for a student by last name only, using a regular expression that you enter in the search box. Similar considerations apply to the last name regex search as to the first name regex search (above). Teacher, school, or district-level access restrictions apply.
Find student: - Search for a student by the name that you enter in the search box. The program will attempt to separate the first name from the last name, if more than one word is entered. Teacher, school, or district-level access restrictions apply.
Searches are case-insensitive, except for regular expressions. There are a few special prefixes and other considerations that you may want to use or to take into account:
First name is... - Find a student by first name only. You can enter the beginning part of a first name, rather than the full name. For example, "First name is Alb" will find Albert, Alberto, Albergeti, etc.
Last name is... - Find a student by last name only. As with the first name phrase, you can enter just the beginning part of the last name. A last-name-only search would be useful for a student name like "Guy La France", where without the prefix SELPA Manager would think that the last name is "France", and the first name is "Guy La". For this case, the phrase for the search box would be "Last name is La France".
Record number is... - Find a student by the SELPA Manager record number. You can enter the beginning part of the record number, rather than the full number. For example, "Record number is 4169039-".
Student number is... - Find a student by student number. You can enter the beginning part of the student number, rather than the full number. For example, "Student number is BB-207".
SSN is... - Find a student by Social Security Number. You must enter all digits of the Social Security Number, either with or without the hyphens. For example, "SSN is 424-33-6012". Since the Social Security Number is an optional field, a SSN search may not return any students.
First name is regex:... - Find a student by first name only, using a regular expression. The regular expression should immediately follow the "regex:", as in "First name is regex:/^(elb|alb)/i". The syntax is the same as discussed above.
Last name is regex:... - Find a student by last name only, using a regular expression.
Record number is regex:... - Find a student by the SELPA Manager record number, using a regular expression.
Student number is regex:... - Find a student by student number, using a regular expression.
SSN is regex:... - Find a student by Social Security Number, using a regular expression.
DOB is after/before/on... - Find a student by date of birth. For example, "DOB is on 6/15/1997" or "DOB is after 1.1.1999".
Last IEP is after/before/on... - Find a student by last IEP date. For example, "Last IEP is on 5/17/2005" or "Last IEP is before 6-18-2003".
Multi-search (below) - Search using multiple criteria, with more than one field, in either the student services or the student tables.
Rather than entering an item into the search box, you will make use of the drop-down menus and entry boxes in the multi-search area, discussed below. Teacher, school, or district-level access restrictions apply.
None - Do not display any students in the student list.
Overdue-last IEP - Students whose last IEP is more than one year prior to the current date. Does not apply to students whose last IEP date is blank. Teacher, school, or district-level access restrictions apply.
Overdue-last IEP as of: - Students whose last IEP is more than one year prior to a date that you enter in the search box. Does not apply to students whose last IEP date is blank. Teacher, school, or district-level access restrictions apply.
Overdue-last eval - Students whose last 3-year evaluation is more than three years prior to the current date. Does not apply to students whose last evaluation date is blank. Teacher, school, or district-level access restrictions apply.
Overdue-last eval as of: - Students whose last 3-year evaluation is more than three years prior to a date that you enter in the search box. Does not apply to students whose last evaluation date is blank. Teacher, school, or district-level access restrictions apply.
Overdue-either - Students whose last IEP is more than 1 year prior to the current date, and/or whose last 3-year evaluation is more than three years prior to the current date. Does not apply to students whose last IEP date is blank (for the last IEP test) or whose last evaluation date is blank (for the last evaluation test). Teacher, school, or district-level access restrictions apply.
Overdue-either as of: - Students whose last IEP is more than 1 year prior to, and/or whose last 3-year evaluation is more than three years prior to, a date that you enter in the search box. Does not apply to students whose last IEP date is blank (for the last IEP test) or whose last evaluation date is blank (for the last evaluation test). Teacher, school, or district-level access restrictions apply.
Due next IEP 30 days - Students whose next IEP will be due within 30 days the current date, based upon the student's last IEP date. Does not apply to students whose last IEP date is blank. Teacher, school, or district-level access restrictions apply,
Due next eval 30 days - Students whose next 3-year evaluation will be due within 30 days the current date, based upon the student's last evaluation date. Does not apply to students whose last evaluation date is blank. Teacher, school, or district-level access restrictions apply.
Due either in 30 days - Students whose next IEP and/or next 3-year evaluation will be due within 30 days of the current date. Based upon the student's last IEP date and last evaluation date. Does not apply to students whose last IEP date is blank (for the last IEP test) or whose last evaluation date is blank (for the last evaluation test). Teacher, school, or district-level access restrictions apply.
Due either in 75 days - Students whose next IEP and/or next 3-year evaluation will be due within 75 days of the current date. Based upon the student's last IEP date and last evaluation date. Does not apply to students whose last IEP date is blank (for the last IEP test) or whose last evaluation date is blank (for the last evaluation test). Teacher, school, or district-level access restrictions apply.
Due either in days: - Students whose next IEP and/or next 3-year evaluation will be due within a number of days that you enter in the search box. Based upon the student's last IEP date and last evaluation date. Does not apply to students whose last IEP date is blank (for the last IEP test) or whose last evaluation date is blank (for the last evaluation test). Teacher, school, or district-level access restrictions apply.
Student search box: - A box allowing you to enter information (criteria) that will be used for the search selected in the drop-down list. The box is adjacent to the drop-down list.
For certain types of printed reports, the program can accept an entry here that is related to customizing the report. For example, you can enter the starting date for a class register in this box, instead of the default of today's date.
Find button
Perform the search that you specified using the student drop-down list and (as needed) the student search box. The program will perform the search and then display the results in the student list
5. Student list buttons
Create an IEP for an existing student.
You must first select the student's name by clicking the radio button in the Select column. After you press the Create IEP... button, the program will take you to the first page of the new IEP form. Existing demographic information that is available for the student should already be copied into some of the fields on the new form.
If you believe that the student is new (not already listed in SELPA Manager), or you cannot find the student listed, then you will want to click on the Create IEP for NEW student button, instead of on this button. If you want to open an existing IEP, then look for that IEP in the green IEP list, located below the student list.
Displays IEPs associated with an existing student.
You must first select the student's name by clicking on the radio button in the Select column. After you press on the Show IEPs... button, the program will display the associated IEPs (if any) in the IEP list.
Edit or generate the SELPA Manager IEP notification form, for an existing student.
NOTE: This button may not be present (at the option of the administrator).
You must first select the student's name by clicking on the radio button in the Select column. After pressing the Edit IEP notice... button, the program will take you to the notification form for this student.
The IEP notification form is actually a part of the student ("MIS") record rather than the IEP record, so there can be only one notification form at any time for a student. In contrast, a student can have multiple IEP forms.
Some IEP form sets include an IEP notification form. That notification form is different from the SELPA Manager notification form.
Create an IEP for a new student (not already listed in SELPA Manager).
The program will take you to the first page of the new IEP form. You should try to complete as much of the student's demographic information as you can before switching to a different IEP page, or before pressing the SAVE button on the IEP form.
Once you leave the first page of a new IEP, SELPA Manager will create the associated new student record with whatever information you have initially provided.
If the student's name, date of birth, and gender match an existing student (one that is already listed in the program), then it will prompt you to select that student, or revise the entry so that it no longer matches the existing student.
If you believe that the student is not new (s/he is already listed in SELPA Manager) then you should search for the student's name in the student list on this page. Once you find his or her name, press the Select button next to the name, and then press the Create IEP for this student button, instead of the "Create IEP for NEW student" (this) button.
Edit or create a DRDP (Desired Results Development Profile), for an existing student.
You must first select the student's name by clicking on the radio button in the Select column. After pressing the DRDP... button, the program will take you to a list of DRDP forms for the student. From the list, you can create a new DRDP, or edit one of the existing ones.
Edit the student (MIS) record for an existing student.
To perform this task, you must have read-write group access to SELPA Manager, and the administrator must have activated this feature in Preferences. Otherwise, the button will not appear on the page.
You must first select the student's name by clicking on the radio button in the Select column. After you press the Edit student button, the program will open the first page of the student data entry form.
Add a student (MIS) record, for a new student.
To perform this task, you must have read-write group access to SELPA Manager, and the administrator must have activated this feature in Preferences. Otherwise, the button will not appear on the page.
After you press the Add student button, the program will open the first page of a new student data entry form.
6. Multi-level search for students
Use this section when you need to conduct a more complex, multi-level search for a student or multiple students. The section appears immediately above the student list, after you click on a special arrow button () to reveal it. At that point, the normal student search drop-down and student search box will disappear. To conserve space on the home page, the multi-search section appears within its own scrolling area.
The section consists of five rows, each of which contains a drop-down list of field names. The first two rows contain field names from the student services section of the program, while the next three rows contain student-level field names.
To the right of each field name list is a drop-down list of equality relationships, such as "is", "is not", greater than/after (">"), less than/before ("<") etc.
Further to the right is a box for the search criteria, for that particular field. The text that you enter into the box is not case-sensitive.
As an example, if you wanted to search for students that had one or more services with a drop date after June 1, 2005, then you could use the first row configured as follows:
Now suppose that you also wanted to ensure that the service for the student started on or before December 1, 2004. Then you could add a second row as follows:
Note that the "and" option is selected in the second row, to indicate that both service conditions must be fulfilled to find an appropriate selection of records. If you had wanted to find services that had either of these conditions (a drop after 6/30/2005 or a start on or before 12/1/2004), then you would select the "or" rather than the "and" option, in the drop-down list. "Or"-type searches must be executed before any "and"-type searches, so you should place them into the first rows that you use.
You can further restrict the found set of students by criteria from the student section. For example, you could look for students who are third graders:
You can build your search in this fashion for up to five criteria, two from the student services section and three from the student section of the program. If you don't want search a service-level field, then simply skip the first two rows (leave them as "none selected"). Use as many of the three student-level rows as you need, and leave the others as "none selected".
You can require that any found student from the search is a current student, by checking the "Find current students only" box.
When you are ready to execute the search, press the Find button ().
7. IEP (green/lower) list
IEPs (list)
Lists IEP records found as a result of search activity.
Allows you to work on, print, or review an IEP that you have already created, or that someone else may have created for one of your students. Each row in this list represents an IEP record for a student. After you have created a new IEP for a student whom you found in the student list, then the student's IEP should appear in the lower list, after you save it.
Initially, the list may be empty; what appears will depend upon how the administrator has configured the home page in Preferences. Regardless of the preference setting, however, you can search for IEPs by the student name, meeting date, or other criteria (e.g., those for whom you are case manager).
The list has the following columns:
Select - A button, allowing you to select a particular IEP, for editing, duplicating, or comparing to the student (MIS) record.
Mtg date - The IEP meeting date. The meeting date is underlined, indicating that you can click on this date to display or edit the IEP.
Mtg type - The type of IEP meeting (initial, annual, etc).
Student - The name of the student receiving the IEP.
Grade - The student's grade level, as listed on the IEP form.
Date of birth - The student's date of birth, as listed on the IEP form.
Status - The current status of the IEP (in the review process).
Form - The IEP form set used to create the IEP.
Normally, each row appears in a green color. However, some rows may appear in a burnt orange (sepia) color, indicating that the associated IEPs have been reviewed or locked, and are not available for modification.
To edit or print a listed IEP, click on the meeting date (in the first column) in the row for the IEP that you want to access. To sort the list by any column, click on the up (^) or the down (v) arrow, just to the left of the column title.
SELPA Manager currently supports several IEP form sets, most of which are accessible on the web. However, some legacy forms are only accessible from the non-web (4D Client) section of the program. When you click on the meeting date of an IEP to open it, the program determines which form is needed to display the IEP. If the IEP was created in a form that cannot be displayed on the web, then the program will display an error message at the top of the page.
IEPs (drop-down list) and search box)
This drop-down list allows you to search for particular IEPs, which the program will then display in the green IEP list. Some search types require that you enter information in the search box immediately to the right of the drop-down list.
When you are ready to perform the search, click on the Find () button.
The drop-down list has several search options:
Created by me-all - Display all IEPs for which you are the original creator.
Created by me-incomplete - Find IEPs for which you are the original creator, and which are presently marked as incomplete.
Created by me-last 30 days - Find IEPs that you have created in the past 30 days.
Created by me-last 180 days - Find IEPs that you have created in the past 180 days.
Created by me-locked - Find IEPs that you have created that are locked. Locked IEPs cannot be updated, except for goal progress.
Created by me-locked - Find IEPs that you have created that have been reviewed. Reviewed IEPs cannot be updated, except for goal progress.
Find IEP for: - Find IEPs for a particular student, whose name you enter into the search box to the right of the drop-down list. You can enter the first and last name, the last name, or the beginning part of the last name. Teacher, school, or district-level access restrictions apply. There are also a few special prefixes that you can use with this option:
First name is... - Find an IEP by the student's first name only. You can enter the beginning part of a first name, rather than the full name. For example, "First name is Alb" will find Albert, Alberto, Albergeti, etc.
Last name is... - Find an IEP by the student's last name only. As with the first name phrase, you can enter just the beginning part of the last name.
First name is regex:... - Find an IEP by the student's first name only, using a regular expression. The regular expression should immediately follow the "regex:", as in "First name is regex:/^(elb|alb)/i". The syntax is the same as discussed above.
Last name is regex:... - Find an IEP by the student's last name only, using a regular expression.
Find IEP on: - Find IEPs on a specific meeting date, which you specify in the search box. Teacher, school, or district-level access restrictions apply.
My students-all - Find IEPs for students to whom you have access. Teacher, school, or district-level access restrictions apply.
My students-last 30 days - Find IEPs for students to whom you have access, which were created in the past 30 days. Teacher, school, or district-level access restrictions apply.
My students-last 180 days - Find IEPs for students to whom you have access, which were created in the past 180 days. Teacher, school, or district-level access restrictions apply.
None - Causes the program to display no IEPs in the list.
8. Multi-level search for IEPs
Use this section when you need to conduct a more complex, multi-level search for IEPs. The section appears immediately above the IEP list, after you click on the arrow button () to reveal it. At that point, the normal IEP search drop-down and box will disappear. To conserve space on the home page, the multi-search section appears within its own scrolling area.
The IEP multi-search allows you to search for:
IEPs of a specific type (e.g., "Annual", "Triennial", etc.)
Creation date and the name of the user who created the IEP
Last modification date, and name of the user performing the modifications
Posting date
Certification date, and name of the person certifying the IEP
IEP meeting date
Completion status (incomplete, reviewed, locked)
A minimum number of services on the IEP, or no services at all
"Overlapping" services (based on start and end dates, or on start and drop dates)
A minimum number of goals, or no goals
When counting a minimum number of services, you can restrict the count to current services only (as of a specific date); to services that evaluate on/before/after a specific date; and/or to services that have no number of minutes specified. When checking for overlapping services, you can limit the search to only primary services; only secondary services; or allow both. You can also require that the overlapping services have the same service code. If your SELPA includes extended year (summer) programs, then you may want to exclude these from the overlapping service search ("Skip ESY services" box).
In each case, to indicate that you want to search on a particular item, check the box to the left of the item. If no items are checked, then the program will not find any IEPs.
9. Buttons below the IEP list
Edit or view an existing IEP.
You must first select the IEP by clicking on the radio button in the Select column. After you press the Edit or view IEP button, the program will open the first page of the IEP data entry form.
Duplicate an existing IEP.
You must first select the IEP to be duplicated, by clicking on the radio button in the Select column. After you press the Duplicate IEP button, the program will open the first page of the new IEP data entry form.
For you to access this button, the administrator must have indicated in Preferences that IEP duplication is permitted.
Compare an existing IEP to the associated student (MIS) record.
You must first select the IEP to be compared, by clicking on the radio button in the Select column. After you press the Compare to student button, the program will open some space in the list beneath the selected IEP, and present a line-by-line comparison of the IEP with the student record.
Because student services on the IEP are separate from the current student services (if any), the page also presents a separate comparison of the IEP-linked services with the current services, and indicates the options for updating each.
If you have read-write group access to SELPA Manager, and the administrator has enabled student editing on the web (Preferences), then this item also permits you to update the student record from the information on the IEP.
10. Creating and navigating through an IEP (video tour)
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