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Title: STISETS 101

All state forms are included in this program
with the exception of Natural Environment Survey
and the Family Focus Interview which are
pre-school forms.
This program interfaces with INOW which allows
personnel to view Student Guardian
demographics Entry/withdrawals Attendance Disci
pline Sometimes this
Schedule information is not
Grades there for
elementary students
User must have Adobe Reader installed. You must
save as you go or information will be lost.
Choose Select or OK or Save or F10. If saving
does not come across screen it probably has not
Do not use Back and Forward because it does not
save data. Program will auto-logout after 15
minutes of no activity.
Several years ago the state of Alabama converted
to INOW for their record keeping program. Sets is
integrated with INOW.
Your new INOW login and password is now also your
SETS login and password. YOU MUST login into
INOW one time and change your password before you
can get into sets. I can do it for you if you
would like,For those of you who do not use INOW
regularly you will only have to do this one time
and then never get on INOW again until your
password expires.
Here is how you find INOW On your computer go
to Shelby County Webpage. Select Teacher and
Staff. Go to Logins. INOW Portal. When the INOW
screen opens you will se this
Your user name login will be the same as what you
use to sign onto your home directory / email.
e.g. wmcgrath
You must check with your school to see if they
already assigned you a generic password that you
must CHANGE. If your school did not assign one
then I did. My generic password for you to try
Once you know the password, you go to the main
INOW login screen and put in your user name and
generic password either that school gave you or
mine. Click login.
At the next screen it should either list your
school or ask which school you want. You should
see academic session 2014-15. Click continue.
(for this school does not matter)
If it is your first time to log on (if I have not
already set your password up) you will see the
following screen.
Password must be at least 8 characters including
at least 1 number and 1 letter. It cannot be the
same as your network password.
When task bar on left comes up go to last item
and click PREFERENCES. Change Password.
Another way to change for password later
Click ok
It will ask for old password which is the generic
one you got from me or school. Then put in a new
password that you can remember. I cannot tell you
what you put.
Important! Do not leave the generic password!
Sometimes it appears that the password did not
take. Ignore because it probably did unless it
said it did not meet criteria.
Displayed in each of theses areas are three
iconsMin Click the Minimize button to reduce
the selected section of the screen. Res Click
the Restore button will return the screen to its
original view.Max Click the Maximize button to
enlarge the window to its maximum size. You
will only maximize the User Desktop Recently SETS
was updated to be more TABLET FRIENDLY. This
program was designed for screens at 1024 X 768
Desktop Overview In the STISETSWeb desktop,
users will see their caseloads populating the
Student Number, Student Name, Relationship, LRE,
Special Education Status, Exceptionality, School,
DOB, Gender, Race and Grade fields. A users
caseload consists of students who are associated
by way of Case Management, Special Education
Service and/or Related Service. The caseload will
appear on the User Desktop after the user logs in
to the program. Once a User sees the Desktop,
they have several ways of viewing children.
Relationship A users caseload is set up based
on the relationship that user has to a student.
For example If you are a students Case Manager,
the designation Case Manager will appear in the
Relationship column for that student. Additional
relationships may be defined by an Administrator
or Manager in the Utility Desktop. Relationships
may be assigned by the manager from the Caseload
Assignment option, outlined in the Utility
Relationship Column
Status Column
Status Filter Selection Dropdown
Status Column
Relationship Column
Status Filter Selection Dropdown
  • All All categories of Special education
  • o Active Students who are Active in the Special
    Education program.
  • o Inactive This status is used when a student
    withdraws from school.
  • o Referred Awaiting approval or in process for
    Special Ed. services.

  • Note This information will not be displayed
    until a specific student is selected
  • Student Information
  • Student demographic information (Name, Number,
    School Name, SIS status, Date of Birth, Age,
    Grade, Home Room, Entry/Withdrawal Date, Gender
    and Race) is owned by INOW. This data is not
    editable within STISETS. It must be modified in
    the INOW by your registrar.
  • Note This information will not be displayed
    until a specific student is selected.
  • When a student is selected, the following data
    fields will pre-populate the students folder
  • Student Name Pulled from INOW.
  • Student Pictures (if available) Pulled from
    INOW. If your
  • school does not use pictures, this area will
    display as a large X.
  • Student ID Pulled from INOW.
  • School Name and Code Pulled from INOW.
  • Special Education Status The status of the
    student within STISETS. This is set within
    the student folder in STISETS by manager.
  • LEP English as second language status. Pulled
    from INOW

  • Date of Birth Pulled from INOW.
  • Age Pulled from INOW. (CRITICAL that this is
  • Grade Pulled from INOW.
  • Home Room Number Home Room is set up in INOW.
    Home Room teachers are not displayed in STISETS.
  • Entry/Withdrawal Date This will list the
    entry/withdrawal dates entered in INOW. Should
    say 8-07-14
  • Gender Pulled from INOW.
  • SSID State ID is Pulled from INOW
  • Race Pulled from INOW.
  • Exceptionality Must first be set in the
    student folder by manager within STISETS.
  • LEA Number Pulled from INOW.
  • Lookup The Lookup button provides quick access
    to your User Desktop from anywhere in the
  • Record of Access You will notice a Record of
    Access link at the bottom of the selected student
    area. Simply click on this link to view and add
    entries to the electronic record of access. You
    have the ability to print the record of access
    here or from the Reports Desktop. (STISETS is
    designed to enter automatic entries for anyone
    who selects the student and is not the Case
    Manager for a child.)
  • Services The Services link provided in the
    bottom right corner allows the user to view
    services provided for the selected student.
  • Progress One of the ways to enter progress for
    a student

This is a read only page for teachers. Please
review every student file you have on your
caseload to make sure all of the critical areas
are filled in correctly.
Every form is accessed through the process
Process Manager The Process Manager allows the
user to view and manage all processes assigned to
a student. A Process is defined as a group of
forms that must be completed within a specified
time period. In order to work on specific forms
for a student, the user must first assign an
appropriate Process (containing all required
forms) to the student.
Perform the following steps to assign
state-defined processes and to track Special
Education forms
Upon login, the teachers Caseload will be
displayed onscreen. Select a student by
double-clicking on the students name. At the
next screen, click Insert to assign a process to
the selected student.
o On the next screen, click the down arrow to
select the specific process, such as Referral
Process. Then click OK to save. The screen
displays the selected process.
Once a process is begun, all the forms that need
to be used for a student in that process should
be marked completed in that process. In other
words, if a referral process has been opened and
data entry has begun, there is no need to go to
the IEP Process to complete an IEP. If needed at
this point in the special education process,
users should complete the IEP that exists in the
referral process.
The buttons on the left are defined as follows
o Insert Allows the user to attach a new
process to a student. If a process is not listed
after Insert has been clicked, verify that the
process is not already open for the current
student. o Delete Allows the user to delete a
process from a students file. NOTE If you have
completed ANY forms in the process you cannot
delete the child. o Deactivate Can only be done
by managers. o Complete / Re-Open This button
may display differently depending on the process
you are working with. Complete allows the user to
close a completed process, which will then enable
the user to create a second instance of a
process. Re-Open allows a user to return to
forms or processes that have been previously
completed. NOTE You cannot open the another
process that is the same until the previous one
has been completed o Forms This button will
bring up all forms that are associated with the
highlighted process. When this button is
selected, the forms will appear on the work area
of the screen.
A process must be marked complete if another
of the same kind is to be used in the future. For
example, if an annual IEP process is not
completed, then another annual IEP process cannot
be opened when a given student needs it. In order
for a process to be marked complete, all opened
forms within the process must be marked
complete. If a form is open and then it is
determined that the form is not needed in the
process, the form can be removed by going to Edit
and Remove Form.
All forms needed in the Process should be
displayed on the screen. A colored square icon
displays to the left of each form. Rest the mouse
cursor on any icon to display descriptive screen
tips and the version and form number for the
selected form. o Green Designates a form that
is Open. The form is in draft status, meaning
changes are allowed. All forms except forms sent
home for signature will print with a Draft
watermark until the form is completed. o Red
Designates a Completed form. No changes are
allowed except through creating an Amendment. o
White Designates Form has not been opened o
Blue Designates Open (Amendment). This is a
previously completed form with an Amendment
attached. o Purple Designates A Completed
Amended Form
File Menu Save Changes F10 Allows user to
save the changes made to the form. Reseed
Data Allows user to update auto-populated data
on a form. This is primarily student demographic
information. If this information is changed in
INOW, Reseed Data would be used to populate a
saved form with the changes. Cancel Changes
Allows user to cancel the changes made to a form.
Complete Form Allows user to mark a form as
Complete. Required fields must be fully completed
before this option is selected. Errors will
prompt the user to enter required information
before completing the form and fields with errors
will be highlighted for easy identification. No
changes will be allowed after this option is
picked. Print to PDF Allows user to preview a
form in .PDF format for printing. Print
Process Opens a screen allowing the user to
print all or part of the forms in a process. To
print multiple forms, select the first form and
then press the Ctrl key on your keyboard. Hold
this key down and select each additional form to
be printed.
Edit Menu Check Spelling Select this option
(or press the F7 key) for spell checking. Show
Form Indicators Allows users who have visual
impairments to view the status of each form in a
process. View Audit Trail This feature allows
access to the edited/amended versions of a form
by date. Exit Form Allows user to exit the
form. This will display a blank screen. Add
Form As forms are needed throughout a process,
they may be added by selecting the Edit menu and
then choosing the Add Form option. A list of the
forms in the process will be displayed. Remove
Form Allows user to delete the highlighted form
if it is not a required form in the process.
Move Form Allows the user to move a Completed
form from an incorrect process to the correct
  • To move the form, perform the following steps
  • o First, add the correct process for the student.
  • o Next, open up the incorrect process and select
    the form to be moved.
  • o Go to Edit and select Move Form. The screen
    shown below will appear, listing the process to
    which the form is to be moved.
  • o Double-click on the process and the form will
    be moved.
  • Note To move a form from one process to another,
    the form must exist in both processes. There is
    an additional rule for moving a form The form
    may only be moved if it is less than 30 days old,
    excluding the months of June, July and August.
  • If the form is over 30 days (excluding those
    month), a new process must be added and the form
    must then be recreated.
  • Create Amendment An Amendment may be created
    to make
  • changes on a completed form.
  • Annotate Process Allows user to record
    commentary on the forms and process. Add
    Services Another way to add services when
    writing an IEP.
  • SAVE Use this button when ever possible to
    save your forms. Save often.

Working on a Process When working on a process,
users will view a list of forms on the left side
of the screen. Click on each form that is needed
in the process. Working on a Form Rules have
been added to the forms that require the user to
complete certain designated fields before a form
may be saved or completed. Some data fields on
the forms may be typed in, while other data will
be entered using pick lists. Pick lists are lists
of items that may be selected to fill in a field
on the form. Some pick lists may have additional
items added for user selection. Some forms may
feature hyperlinks, such as AL Learning Exchange.
The profile page now includes bullets that
address the required areas of the profile. All
must have something written in them except Other
and EI (unless an EI PK student)
Be careful when doing IEPs that you get the
dates and schools year and grades correct. If IEP
goes over 2 schools years put both of them.
There are three ways to enter progress on IEP
goals. You may choose whichever is easiest for
1.This is the easiest way to do progress reports.
It allows you to select your whole caseload and
fill in the data without having to pull up each
individual student. Select your name, school,
school year and grading period and your caseload
will come up when you hit refresh. You can then
select the student and enter progress.
2 and 3 are identical. Progress is entered in
the same way in each.
Selecting 2 or 3 will require you to first select
a student on your caseload, open their file and
then select one of the above. You will have to
do this for each student on your caseload.
This is what the Annual Progress Report Looks Like
Student Services Page
There is now a student services page that covers
the services in the entire IEP. Services are no
longer goal specific. You click on this page in
the task bar to add the services. You may also
add them using Add services button under
edit menu.
After you click on services page this screen will
come up. Click on the blue hyperlink to add
Student Services Page
This is what comes up after you click on the blue
This screen is used for entering student
services. Eight tabs are available at the top of
the screen
Three options are currently available at the
left side of the screen for adding or changing
student services Insert Click this button to
add a service. Change Select a service and
click this button to make changes. Delete
Delete the selected service. The service must
first be detached from all goals before it may
be deleted. Click the Attach/Detach button to do
this. Once the goal page is completed change
becomes VIEW
Attach/Detach All services are attached to a
goal. This is indicated on the screen above when
there is a check in the box in the Attached to
Goal column. Click on the Attach/Detach button
on the right to attach or detach this service to
the goal.
Note A goal page cant be removed / deleted if a
service is attached. If you make a mistake
detach service and then delete.
Inserting a Service Service Type Select the
Service Type. Plan Begin Date Enter the Plan
Begin Date here. Plan End Date Enter the Plan
End Date here. Service Frequency Type Click
the drop-down arrow to select whether the
service will take place on a weekly, monthly,
daily, etc., basis.
Frequency Enter the number of
occurrences within a given time. Samples of
Service Frequency Types and Frequency are shown
in the following table. YOU MUST FOLLOW THIS
  • Service Details Enter any relevant information
    pertaining to services to be provided. Be
    specific. It is a description of the specially
    designed instruction required by the student.
  • Location Click the drop-down menu to select a
  • Amount of Time Enter the amount of time (in
    minutes) that will be
  • provided for this service. Time only needs to be
    added for Special Ed Tab and Related Services
    Tab. Amount of time to be listed is per session
    only, not cumulative over the space of a week or
    semester etc
  • Beginning and Ending Date Enter the date
    service will begin and end. Plan End dates should
    not exceed the duration date of the IEP.
  • . Click OK when finished.

To create a service, simply click on the Insert
button. For both the Special Education tab and
the Related Services tab, a Service Type field is
the first field in the window to be addressed.
a. In the Special Education window, select the
service type from the drop down box which will
have only two choices speech therapy and a
blank. 1) If you have a student with any
disability, other than SLI, the user will select
blank from the drop down and manually enter the
actual service provided in the Service Details
field. For this student, speech therapy is a
related service, and those services should be
entered under the Related Services tab. a) If
the user needs to create a speech goal page for
this student (where the Area field at the top of
the page is articulation, for example), then
he/she must enter the speech service in Related
Services, and must also address the Special
Education tab because it is required to complete
each goal page. b) This will require the user to
enter, for example, See Related Services or
some similar directive in the Special Education
field. This entry will satisfy the programs
requirement that this field is addressed.
If you have a student with Speech and Language
Impairment, as identified on the eligibility
report, the user must select speech therapy
from the pick list and then address the details
of his/her special education (which for this
child will be speech therapy) in the Service
Details field. These details must be manually
entered into the program. For such a student,
related services would be comprised of services
other than speech, such as physical therapy,
occupational therapy, etc. Speech for this child
is Special Ed not related services. In the
Related Services window, select from the pick
list, the service to be described. The only
related services to use from drop down menu in
Shelby Cty are Itinerant Hearing, Itinerant
Vision, OT, PT, Speech, Vocational Rehab,
Orientation and Mobility, Adapted PE. Any other
in list are Usually not used.
Miscellaneous Notes Routine accommodations
should be listed under Supplementary Aids and
Services, not Accommodations Needed for
Assessment. For Assistance with which tab to
place the service see the HELP SHEET in your
Signatures Required NEVER SIGN A FORM THAT
SAYS DRAFT! No longer can an asterisk be used
for a signature. You must type in the name on the
Amendments A. Amendments can be made to
documents in Complete status. To make
amendments 1. Open the form to be edited. 2.
Click on the word edit in the upper left corner
of the form window. 3. Select Create
Amendment. 4. Make the desired changes. 5.
Save. 6. Complete document. B. A form that has
been amended will be stamped with the word
Amended in the upper right corner of the form.
C. To view the history of amendments to a form
1. Go to Edit 2. Select View Audit Trail.
Amendments are listed by the dates they were
created. D. A copy of an amended IEP must be
given to the parents.
Reports Caseload
  • Look at your menu. Find Reports Caseload and
    click on it. A screen will appear that looks like
    the next slide.
  • This give you the option of running many reports
    for your caseload only.

Under student desktop you will find reports
Notes on Reports Information in reports is
drawn from the data in the student folder.
The size of the mailing label is the Avery
Standard 5160.
Reports (Caseload) STISETS provides many
pre-loaded report options. Adobe Acrobat Reader
(a free download) is required for report
generation. These are teacher reports based on
the teachers relationship to students on his/her
caseload. Highlight the desired report on the
left side of the screen. The user is required
to select a school. Click the down arrow to
select the Output Format. o PDF brings up
Acrobat Reader. o RTF brings up Microsoft Word.
o XLS brings up Excel Spreadsheet.
  • Important Facts
  • Each case manager is responsible for entering
    into SETSWEB the entering information on the
    transfer if records did not transfer. Use the
    following procedures
  • You must have a completed referral process or a
    re-eval process on each student.
  • You must have a completed IEP process on each
  • Transfer Students
  • Out of state transfers are treated as new
    referrals in SETS but they do received services
    while referral process is underway,
  • In state transfers are considered re-evals if
    records do not transfer or if records are
    incorrect or poorly done.