District staff is expected to complete specific tasks in order to have the most accurate data and information in SEEDS. Detailed information is available below. 

Prior to July 15th: 

• Run the Form Status Report
• Remove Inactive users from User Database 
• Correct WISEdata errors, and continue to send TIE records
• Inactivate students who are no longer in the district

After July 15th: 

• Update Student Detail View: Confirm grades, update school buildings, verify educational environments
• Create/rollover class lists and itinerant lists
• Use reports to ensure accurate student data

End of School Year and Summer Tasks Checklist - Printable checklist of the tasks below. 

Prior to July 15th

Run the 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. 

Forms that are in Draft will be locked and will not be editable if they are not saved to Final by July 15th. The Form Status Report 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

*It's recommended that forms are pulled in the following sets, instead of pulling all forms.

Check for Graduation Paperwork: S-4, S-4AS, S-14, S-14AS, S-18, S-18AS, S-11, S-12, S-12AS
Check for IEP Paperwork: I-3, I-3-P, Data Collection Form
Check for other forms that are in draft: S-11, S-12, S-22 

Note: There are a few forms that do not lock, including the I-3-P, so that they can be edited from one year to the next. 

Remove Inactive Users in User Database

Run the 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 the user is 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 

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, send the TIE record in the current year. If it is July 1 or after, sent for the next school year. 

For Districts who currently share data with 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. 

SEPA records should not be sent in the summer. A validation error 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.

• Watch for IEP/Service Plan Implementation dates that have a summer or fall start date. The SEPA record that is automatically generated for these implementation dates should be deleted. 
• Delete a SEPA record if the start date of the SEPA is after the last day of the school year.
  
  • To avoid an error, add the District End Date (last day of student enrollment) and Exit Reason to the last SEPA record, and send the data. 
  • Confirm the District End Date matches the SIS end date for enrollment. 

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. 

Inactivate Students Who Are No Longer in the District

Use the Activate/Inactivate button at the top of the student's Student Detail View in order to inactivate these students.

Graduates need to be inactivated in SEEDS

• Confirm staff members have completed their paperwork - including progress reporting - prior to clicking the Activate/Inactivate button.
• Match the end date with the SIS end date. Follow DPI guidance about graduate dates. 
• Do not edit the Exit/Transfer Details manually. This section will autofill when the Activate/Inactivate button is used.  Learn more in the Activate-Inactivate article.
• Keep all of the data on the Evaluation tab, including Ed Environment. The final SEPA record needs this information on the Evaluation tab in order to send successfully. 

After July 15th (SEEDS Rollover)

Run Export of Student Data Report

The Export of Student Data Report is a good resource to check for accuracy in student grades, educational environment, and buildings. 

Use the following filters in the Export of Student Data: 

• Student Information: First Name, Last Name, Age, Birthdate
• District Info: Placement School/School of Attendance, Current Grade Level
• IEP Data: Education Environment

Follow the directions on the SEEDS Export of Student Data Configuration Ideas page - Summer Rollover Data Check Configuration

Confirm Student Grades

On July 15th, when SEEDS rolls to the new school year,  student’s grades will be updated to the next grade on the Student Detail View>District tab. 

• 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 tab.   
• The grade on the Student Detail View>District tab should be the same as the grade the district is reporting them in WISEdata. 
• If any student has been retained in the previous year’s grade, after July 15th change the grade back on the Student Detail View>District tab.   

Update Schools

District staff will need to manually update the Student Detail View>District tab for any students who have been promoted from elementary schools to middle school, and middle school to high school. 

• The schools must be updated prior to the first day of school for districts who share WISEdata through SEEDS.
• Note: 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 tab. 

Verify Educational Environment

Verify students 3-5 years of age have the appropriate educational environment code.  Check DPI expectations regarding these codes.

Create or Rollover Class and Itinerant Lists

SEEDS recommends waiting until after rollover on July 15th to create or rollover the class and itinerant lists.

Instructions to create or rollover class and itinerant lists can be found in this Help Center article. 

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 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 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.
• Export of Student Data
  • Run the Export of Student Data Report to check for students who have Tuition Waiver, students who are Open Enrolled, and students who attend Private Schools. Additional information about the Export of Student Data report configurations can be found in this Help Center article. 
• 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 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 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 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 2024-2025 forms into a 2025-2026 event, if you choose to.

1. After July 15th, create a 2025-2026 evaluation event
2. Select the evaluation 2024-2025 forms by checking the checkbox prior to the form name on the Student Detail View.
3. Click the Move button and select the 2025-2026 evaluation event

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