Reports to run to verify/update data prior to July 15th

Users Database to verify/update who has access to the district's data

WISEdata, SEPA records, and TIE data 

Student Detail View update reminders

Enrollments

Reports after July 15th

WISEdata for the new year

Extending Evaluations: What You Should Know

Prior to July 15th

Reports to Run Prior to July 15th for Data Clean-up

• Form Status Report
  • Follow up with staff on any evaluation/IEP forms that are still in DRAFT format. Saving the forms as Final format assures all of the validations are taken care as well as removes the DRAFT watermark in the Print of the forms.  The forms will lock in the Draft format if not saved as Final by July 15th. There are a few reports which do not lock, for example, the I-3-P - IEP Goal Progress form. The Report>Form Status is a good resource to find forms that are still in Draft format. Select the below Form Status report options:
    
    • Student Filter>Only Have Form
    • Report Type>Placement District
    • Forms>Check All
    • Status>Draft
• Active Student Report
  • The Reports>Active Student Report>Enrollment Status=Only Not Enrolled will show special education active students who are not enrolled on any class or itinerant list for the upcoming year. These students should be researched to find out if they should be enrolled on the appropriate list(s). You should be able to readily identify them using the filter for the Enrollment Status filter. If the student's status is not special education active, then make the appropriate changes to the student’s Student Detail View to make them special education inactive.

Users Database

• Run the Reports>Users by District report to verify the staff who have access to the district’s data.
  • To remove a user's access from your district:
    • If they are only attached to your district, uncheck the Active checkbox
      
      
    • If the user is shared between more than one district, remove the district from the user's permissions under Users Database>District Access section
      
      

WISEdata, SEPA records, and TIE data 

SEPA records should not be sent in the summer. A validation will appear if a user tries to send a SEPA record with an IEP start date that is after the last day of the school year.

TIE records should be sent for summer initial evaluations. The Consent to Eval received date will drive the TIE record. If the Consent to Eval received date is June 30th or before, sent for the current year. If it is July 1 or after, sent for the next school year. 

For Districts who currently share data with WISEdata:

• Resolve all 2023-2024 special education-related errors in WISEdata. 
• Run the WISEdata Comparison Report
  • For students who have No in the Matching SEPA Column or other notifications showing WISEdata does not have matching SEPA data with SEEDS, go to the noted student's Student Detail View>District Details tab>SEPA Data link and click on the SEND SEPA DATA TO WISEDATA link.
    • SEEDS4Schools will give a message in red font if there continues to be any errors in sending SEPA data. 
• Delete a SEPA record if the start date of the SEPA is after the last day of the school year.
  • This includes SEPA records that are created for ESY services if the start date is during the summer. 
  • Add the end date that matches the SIS end date to the previous SEPA record, and send the SEPA record.

Note: It is important to continue to complete all SEEDS paperwork as usual, including Data Collection forms and updating the Evaluation tab for a student after an event. 

Student Detail View

• Gather information on students who will be exiting special education.
  • After staff members have completed their tasks in SEEDS4Schools for their students for the year, inactivate all students who have exited for the reasons of:
    • Graduation
    • Moving out of the district
    • Max-aged

*Note: Be sure to use the Activate/Inactivate button at the top of the student's Student Detail View in order to inactivate these students.

Use the appropriate exit date and reason. Verify where the student is moving to if they are moving out of the district to another district and inactivate them accordingly. After the student(s) have been inactivated, the information can be verified by running the Reports>Student Exit report.
More information on Inactivating students is available in the Activate-Inactivate article.

• • If the district shares SEPA data with WISEdata, verify all SEPA data has sent for the student by looking at the student's District Details tab>SEPA data link.
  • Verify the student being exited is not enrolled on any Enrollment class/service lists for the next school year by switching the Dashboard>School Year to the next year and then check the student’s Student Detail View>Enrollment tab. If the student does show enrollments, click on the enrollment, and delete the enrollment because the student will not be attending. 
  • NOTE: Staff will not be able to access the student after they are inactivated. 
    • Staff should complete progress reports PRIOR to students being inactivated. 

After July 15th when SEEDS4Schools is rolled over to the new school year

Student Detail View

• Check student grades after July 15th
  • On July 15th, when SEEDS4Schools rolls to the new school year,  student’s grades will be updated to the next grade on the Student Detail View>District Details tab and the grade on enrollments for the new school year will be synced up to that grade.
    • The Reports>Current Enrollments>District of Placement> Grade and/or the Reports>Active Student reports are good resources to identifying the Grade and/or Placement School data which may need to be updated.
  • Students in the PK grade will need their grade manually updated. Look for the 4-year-olds (if you have a 4K program) and 5-year-olds that may be entering KG and determine if the grade level needs to be updated on the Student Detail View>District Details tab.  
    • Check with the building staff or district office to verify if they will be attending KG.  Even if the student is participating in the Early Childhood program, they may also be enrolled in the 4K or KG programs and the grade on the Student Detail View>District Details should be the same as the grade the district is reporting them in WISEdata. The Export of Student Data report is a good tool to use to verify grades.
  • If any student has been retained in the previous year’s grade, after July 15th change the grade back on the student detail view and also check all the enrollments for the new school year to make sure the grade is correct.

• Update schools
  • Students who have been promoted from elementary schools to middle school and middle school to high school may need their school updated manually on the Student Detail View>District Details tab.
    • The schools must be updated prior to the first day of school for districts who share SEEDS4Schools data with WISEdata or their SEPA record may error. 
    • Reports>Export of Student Data is a good report to identify which students need their information updated. The school will also need to be updated under Enrollments if the class or itinerant list was created prior to the school being updated in the Student Detail View>District Details tab.

• Educational Environment
  • Verify students 3-5 years of age have the appropriate educational environment code.  Check DPI expectations regarding these codes.
    • Reports>Export of Student Data report is a good tool to use to verify environment codes.

Enrollments

Set up the next year’s enrollments. The school year in SEEDS4Schools can be updated by selected the school year on the Dashboard>School Year. The Roll-over feature is an efficient way to set up next year’s class and itinerant lists.

NOTE: Enrollments can be rolled over prior to July 15th, however if the student will be moving between buildings, the correct building will need to be selected in the enrollment because the enrollment will use the building the student is currently in.

Reports after July 15th

• Current Enrollment Report
  • Run the Reports>Current Enrollment Report and sort by age to check for any 9-year-olds that still have an SDD label.  These students should be shared with administration for evaluation within the year.
• Transportation List
  • Print out the Reports>Transportation List report and go through the list of students to double-check that any students who may have had transportation as a related service dropped as of the end of the school year are no longer on the report.  Make sure that any students who have transportation as a related service on their IEP are listed on this report (IEP Data report is a good resource to use to find students who have transportation on their IEP) If they have it on their IEP and are not on this report, then go to the Student Detail View>Evaluation Details tab and place a checkmark next to Transportation in the Related Services section and if they are on the report and no longer have Transportation, uncheck Transportation in the Related Services section.
• Tuition Waiver
  • Run the Reports>Tuition Waiver report.  If the student was a Current Year tuition waiver for the past year, update their status for this year on their student detail view.  They may either become an Additional Year tuition waiver, Open Enrolled or returning to their previous district.  Update the Student Detail View>District Details tab and all enrollments for this coming year accordingly.
• Open Enrolled
  • Run the Reports>Open Enrolled report.  Double-check with your district office when school starts to make sure the SEEDS4Schools data matches with the information they have.
• Private Schools
  • Run the Reports>Private Schools report and update the student information form.
• IEP Data Report
  • To verify time and frequency and services ending in the current school year as well as those starting in the new school year, run the Reports>IEP Data Report and select Related Services and search for Duration for services changing the next school year. Then update the Enrollments>Itinerant Services for the next school year.

WISEdata

• For Districts New to Sharing SEEDS4Schools Data with WISEdata
  • Verify all students have a WISEid on their Student Detail View>Student Details tab. The Reports>Export of Student Data report is a good resource to use to see which students need a WISEid. WISEids can be added to the student's Student Detail View>Student Details tab.
  • Select SEEDS4Schools as the district’s 3rd party Special Education Data vendor in WISEdash. The WISEdata - Initially Signing Up article has more information on this.
  • Verify student data is up-to-date. The Reports>Export of Student Data report is a good resource to use for this task. The student’s school data in SEEDS4schools must match what the student’s school association is in WISEdata. This guide is a good resource for what data is shared from SEEDS4Schools to WISEdata.  This data should be updated prior to the date the district schedules its data to be sent to WISEdata.
    
    
• For Districts Who Are Continuing to Share SEPA Data with WISEdata
  • Update the student’s school, as noted in the Student Detail View section above, in their Student Detail View>District Details tab prior to sending data to WISEdata in the new school year. Verify the Student Detail View>District Details schools in SEEDS4Schools matches the school the student is associated with in WISEdata.

Extending Evaluations: What You Should Know

Copy & Move
If you have the Move permission, you will be able to copy and/or move the Evaluation 2023-2024 forms into a 2024-2025 event, if you choose to.

1. After July 15th, create a 2024-2025 evaluation event
2. Select the evaluation 2023-2024 forms by checking the checkbox prior to the form name on the Student Detail View.
3. Click the Move button and select the 2024-2025 evaluation event

Once the forms have been moved into a current year event, they will become editable once again.