Special Education Reporting (SER) System User Guide

1 ` Special Education Reporting (SER) System User Guide 2020-21 Version Last Revision: February 2021 Dr. Cade Brumley State Superintendent of Education SER User Guide Revised: February 2021 2 LOUISIANA DEPARTMENT OF Education State Board of Elementary and Secondary Education Ms. Sandy Holloway President 3rd BESE District Mr. Tony Davis Vice President 4th BESE District Ms. Kira Orange Jones Secretary-Treasurer 2nd BESE District Shan Davis Executive Director Mr. James D. Garvey, Jr. 1st BESE District Ms. Ashley Ellis 5th BESE District Mr. Ronnie Morris 6th BESE District Dr. Holly Boffy 7th BESE District Mr. Preston Castille 8th BESE District Mr. Thomas Roque Member-at-Large Dr. Belinda Davis Member-at-Large Ms. Doris Voitier Member-at-Large For further information, contact: E-mail: Louisiana Department of Education Box 94064 Baton Rouge, LA 70804-9064 E-mail: The mission of the Louisiana Department of Education (LDOE) is to ensure equal access to Education and to promote equal excellence throughout the state.

2 The LDOE is committed to providing Equal Employment Opportunities and is committed to ensuring that all of its programs and facilities are accessible to all members of the public. The LDOE does not discriminate on the basis of age, color, disability, national origin, race, religion, sex, or genetic information. Inquiries concerning the LDOE s compliance with Title IX and other civil rights laws may be directed to the Attorney, LDOE, Office of the General Counsel, Box 94064, Baton Rouge, LA 70804-9064; or Information about the federal civil rights laws that apply to the LDOE and other educational institutions is available on the website for the Office of Civil Rights, USDOE, at Web-only document. SER User Guide Revised: February 2021 3 Table of Contents System OVERVIEW.

3 8 LDOE APPLICATION SYSTEMS ACCESS AND 10 DATA SECURITY .. 10 SECURITY COORDINATOR .. 10 USER ACCESS AND 10 User IDs and Password Standards: .. 11 Resetting a Password Using the Password Reset System (PRS): .. 11 MINIMUM COMPUTER System REQUIREMENTS: .. 11 Internet Explorer (IE) Options: .. 12 Internet Explorer (IE) Compatibility View:.. 12 LDOE LOGIN SCREEN: .. 13 System Support Page: .. 14 LDOE SER LOGIN SCREEN: .. 15 System FEATURES .. 16 SER Homepage .. 16 Date Pop-Up .. 16 Common Page Features .. 17 Save .. 18 Errors/Data Validation .. 18 Close .. 19 Cancel .. 19 Delete .. 20 Record Information .. 20 Read Only Access .. 21 Leaving Pages without Saving Modified Data .. 21 Student Search .. 22 Regular Student Search .. 23 Advanced Student Search .. 24 Recent Students .. 25 Student Tab .. 26 Student Quick Search.

4 26 Student Options Area .. 28 SER User Guide Revised: February 2021 4 Student 29 Assigning a State ID .. 30 Updating a State ID .. 32 View Attachments .. 32 New Student .. 33 Duplicate Students .. 36 Parent Guardian .. 36 Jurisdiction .. 37 Jurisdiction History .. 37 Jurisdiction Add/Edit .. 38 Changing Sites .. 40 Special Education Activity .. 42 Special Education Activity Edit .. 42 Closing Jurisdiction when No Special Education Activity Records Exist: .. 44 Pre-Referral Activities .. 45 Pre-Referral Activity Add/Edit .. 46 Pre-Referral Reason Codes .. 48 Screening .. 48 Screening 49 Screening Edit .. 50 Evaluation .. 51 Add/Edit Initial Evaluation .. 52 Identify Evaluation Coordinator .. 53 Evaluation Exceptionality .. 54 Evaluation Exceptionality Add/Edit .. 54 Exceptionality Detail Codes .. 55 Add Multiple Exceptionality Detail Codes.

5 57 Extension Codes .. 57 Participant Codes .. 58 Add Multiple Participant Codes .. 58 Medical Diagnosis Code .. 59 Add Multiple Medical Diagnosis Code .. 59 Add/Edit Re-Evaluation .. 60 SER User Guide Revised: February 2021 5 Evaluation Exceptionality .. 61 Evaluation Exceptionality Add/Edit .. 62 Add Multiple Exceptionality Detail Codes .. 64 Extension Codes .. 64 Participant Codes .. 65 Add Multiple Participant Codes .. 65 Medical Diagnosis Code .. 66 Add Multiple Medical Diagnosis Code .. 66 Add/Edit Triennial Reevaluation Waivers .. 67 Guidelines for Triennial Waivers: .. 68 Evaluation Results .. 69 IEP .. 71 Services Plan (Private) .. 73 Services Plan .. 74 Service .. 75 Service Add/Edit .. 75 Special Education Instruction .. 76 Service Providers .. 77 Service Providers Add/Edit .. 78 Person with IEP Authority.

6 79 ESY .. 79 ESY Add/Edit .. 80 ESY Progress Report .. 82 ESY Service .. 83 Post School Transition .. 85 Post School Transition Add/Edit .. 86 Recreation Codes .. 88 Add Multiple Recreation Codes .. 89 Agency Codes .. 89 Add Multiple Agency Codes .. 90 Individualized Family Service Plan (IFSP) Development .. 91 IFSP Development Add 91 IFSP Services .. 92 SER User Guide Revised: February 2021 6 IFSP Services Add/Edit .. 93 Assessment, Evaluation and Programming Systems (AEPS) .. 94 Related Services/Medicaid (RSM) .. 94 Related Services/Medicaid Security Roles and Functionality .. 95 Provider for SER Related Services/Medicaid Tracking .. 95 Provider SSN / User ID Association .. 96 Creating a Calendar or Individual Sessions .. 97 Deleting a Calendar or a Session .. 98 RSM Reports/Extracts .. 99 Incidents .. 99 Incident Add/Edit.

7 100 Reports .. 102 Reports Tab .. 102 Reports .. 103 SER Application Buttons .. 105 New Student .. 105 Back 106 Refresh Button .. 106 Print .. 106 Search .. 107 Home Button .. 107 Help .. 107 User Tools button .. 107 User Tools .. 108 Ad Hoc Count Management .. 108 LEA File 110 Batch/XML File Layouts .. 112 Service Provider Bulk Update .. 113 Not Authorized .. 115 DATA SUBMISSION .. 116 BATCH SUBMISSIONS: .. 116 LEA Import .. 116 Previous Import 116 SER User Guide Revised: February 2021 7 LEA Export .. 117 Previous Export Listing .. 118 New Export .. 118 New Batch Upload .. 119 REPORTS .. 121 AEPS: .. 121 COMPLIANCE: .. 121 ESYS: .. 123 EXIT: .. 124 FED EVAL (2011 & Later): .. 125 GENERAL: .. 126 GIFTED/TALENTED: .. 133 IDEA: .. 135 IEP FORMS: .. 136 MFP: .. 138 NEW FAPE: .. 139 POST SCHOOL TRANSITION (PST).

8 141 ROSTERS: .. 141 SERVICE REPORTS: .. 142 APPENDIX A FREQUENTLY ASKED QUESTIONS .. 145 APPENDIX B RECORD LAYOUTS & DATA ELEMENTS .. 148 Data Elements and Definitions .. 148 APPENDIX C - DATA GLOSSARY .. 178 APPENDIX D ERROR CODES & MESSAGES .. 179 APPENDIX F CHILD COUNT NOT COUNTED 215 INDEX .. 217 SER User Guide Revised: February 2021 8 System OVERVIEW SER provides for the establishment of a statewide Special Education student database from which specified reports from the student record can be generated. These reports generated enable Special Education personnel to: Follow the provision of services to individuals Monitor the timeliness and appropriateness of these services when judged against the sections of the Louisiana Revised Statutes at 17:1941, et seq; Bulletin 1706, Regulations for Implementation of the Children with Exceptionalities Act; and the Individuals with Disabilities Education Act (IDEA, Part B and Part C) SER allows Special Education personnel at the school, LEA, and state level the ability to collect, report, and process information on individual students through automated means.

9 Data are captured on an individual from the point of referral to pupil appraisal personnel and from the provision of services until the time of exit from Special Education . The SER System can be accessed at the following web address: LOUISIANA SECURE ID System (eScholar) 17:3914 required the LDOE to create a unique statewide student identifier System by May 1, 2015. Each LEA was required to assign unique student IDs to all student enrolled in public elementary or secondary schools. After August 1, 2015, data sharing between LDOE and LEAs utilize unique student identifiers, knows as a Secure ID, in place of social security numbers. LEAs assumed a new area of responsibility of assigning and maintaining Secure IDs. SER User Guide Revised: February 2021 9 DATA COLLECTION TIMELINE Student data in SER are entered and submitted daily.

10 The Benchmark Calendar provides information to Guide LEAs on deadlines for data submission. Refer to the System Support Page for the most current version. Because SER data is submitted daily, there are specific dates where snapshots of the data are taken for Reporting purposes. The count for the Individuals with Disabilities Education Act (IDEA) collection is as of October 1. The count for the Minimum Foundation Program (MFP) collection is as of February 1. The Benchmark Calendar lists the timeline and System specific due dates for data collection. Jul '20 Aug '20 Sep '20 Oct '20 Nov '20 Dec '20 Jan '21 Feb '21 Mar '21 Apr '21 May '21 Jun '21 Jul '21 October 1 IDEA February 1 MFP End-Of-Year October 1 IDEA: Students with disabilities that have a current evaluation, a current IEP, and are receiving services as of October 1 are included in the IDEA Child Count.