SEDRS Learning Module 4

Instructions for Using the Bulk Upload Feature and Accessing Reports

This learning module is designed to update users on specific features of the Special Education Desired Results System (SEDRS). This module provides information for local MIS personnel and SELPA administrators who have previously used the CASEMIS DRDP module to upload DRDP assessment data to CDE/SED and who will now upload data directly into SEDRS. In this module, you will learn how to successfully perform six procedures:

Instructions for Using the Bulk Upload Feature
    Step 1: Importing DRDP Data
    Step 2: Viewing DRDP Records
    Step 3: Certifying DRDP Data
Accessing Reports
    Scale Scores
    District Level Reports
    Individual Child Level Reports

Instructions for Using the Bulk Upload Feature
Step 1: Importing DRDP Data

SELPAs are required to submit DRDP assessment data twice a year. There are three ways of submitting data using SEDRS: 1) Direct entry of each child’s Information Page and Rating Record data; or 2) Uploading DRDP data for all children at one time (bulk upload); and 3) a combination of direct entry and upload. This following section provides instructions for uploading DRDP data into SEDRS.

Importing DRDP Data

A. Login to SEDRS (www.sedrs.org) as a SELPA administrator.
Notes:

• SELPA login information, including email and password, was emailed to all SELPA Administrators on April 16, 2007.
• If you cannot locate this information, have your SELPA Administrator contact the Desired Results access Project directly at (707) 477-3553.

B. Click on the link that says “Import Records.”

C. At the “Import Records” page, click on “Validate DRDP assessment file.”

D. Click on the “Browse” button, and select the assessment file that you would like to import.
Notes:

• Only comma-separated values (CSV) files with the extension “.csv” can be validated by SEDRS.
• Do NOT open .csv files in MS Excel before uploading the file to SEDRS. Opening the files in MS Excel will change the formatting and SEDRS will not read the file correctly.
• For your convenience, there is a link to the SEDRS file upload specification document located on the Validate DRDP Assessment File page.

E. Click on the “Validate” button.
Notes:

• At this point, SEDRS will validate every field in the assessment file. Fields with values that are not within the valid range defined in the SEDRS file upload specification document will be flagged.
• SEDRS will validate that the DRDP instrument used for each child matches the DRDP instrument that was used in previous assessment periods.
• SEDRS will also validate that there are no duplicate records in the data file. Records can be duplicated within a SELPA or across SELPAs.

F. Correct any validation errors that were found.
Notes:

• When SEDRS has completed the validation process, a table listing errors will be generated.
• Click on the link to access an Excel document containing the definitions of error codes.
• If errors are found, correct them and revalidate your DRDP assessment file.
• If the file contains no errors, you will be prompted to import.

G. To import the file immediately after validating, click on the link that says “Continue importing your DRDP Assessment File.”
Note:

• You must successfully validate your assessment file in order to import it.

H. Continue importing validated assessment files.
Notes:

• If you logged out of the system after validating your file, log back in to SEDRS to continue importing. From the SELPA home page (see Step B), click “Import Records.”
• From the Import Records page, click on “Import validated DRDP assessment file.”

I. Check the file that you are about to import.
Notes:

• The most current validated file is always the file listed under the second step of the Import process. If this file is not the correct file, you will need to revalidate the correct file according to the instructions in Steps D - F.

J. When you are sure that everything is correct, click “Import.”
Notes:

• Clicking “Import” ends all validation, importing, and editing privileges for the data collection period.
• Confirm that all records that will be submitted through bulk upload for your SELPA are included in this file. Once you upload a file you will not be able to upload a second file with additional children’s records.

K. Confirm the Import by clicking on “Confirm Import.”
Notes:

• Make sure to click “Import” only once.
• If you click “Import” in error, contact the Desired Results access Project at sedrs@draccess.org or (707) 477-3553. The staff will correct the error in the system and you will be allowed to re-import.

L. View the Status of your Import.
Notes:

• A screen will detail the progress of your import.
• Files are imported between 6:00 P.M. and 6:00 A.M.
• Depending on when you submit your file for import and the size of your file, you may prefer to log out of SEDRS and log back in at a later time to check the status of your import.

M. If you logged out, log back in and check the status of your import.
Notes:

• Click on “Import Records” on the SELPA home page.
• Click on “View the status of your DRDP assessment file import.”

N. Complete Import.
Notes:

• When your file has been imported, the Import Status will be “Done.”
• If system errors caused your import to fail, you will see an error description.
• If your import failed, you will need to re-import (see Step G).

Instructions for Using the Bulk Upload Feature
Step 2: Viewing DRDP Records

After records have been imported into SEDRS, the SEDRS system can be used to search and view assessment records.

Viewing Assessment Records

A. Search for DRDP Records
Notes:

• From the SELPA home page click “Find DRDPs.”
• Select the assessment period within which you would like to search.
• Specify any other search criteria, and click “Search.”

B. Select records in SEDRS.
Notes:

• After clicking “Search,” you will see a table listing all of the records that meet your search criteria.
• Click on the name of the DRDP record that you would like to view.

C. View records in SEDRS.
Notes:

• When you click on the name of the DRDP record, you will be brought to a page that includes all of the contents of the Information Page and Rating Record for that child.
• The benefit of using this function is that it presents the child’s records in an easy to read format.

Instructions for Using the Bulk Upload Feature
Step 3: Certifying DRDP Data

Now that you have imported the DRDP data, the data needs to be certified by the deadline defined by CDE/SED. The certification deadline for the fall reporting period always falls on February 1. The certification deadline for the spring reporting period always falls on July 1. Refer to www.draccess.org/reporting.html for more information about DRDP reporting and certification deadlines. This section of the module provides instructions for certifying DRDP data in SEDRS.

Certifying DRDP Data

A. Login to SEDRS (www.sedrs.org) as a SELPA administrator.

B. Click on “Certify DRDPs.”

C. Enter the number of preschool-age children with IEPs that are served by your SELPA during the assessment window and then click “Next.”
Notes:

• Assessment window dates can be found at www.draccess.org/reporting
• Check the accuracy of all the information displayed on the screen. The information on this screen will appear on the report that you will print and send to CDE/SED.

D. Make sure that the data that you are certifying meets all of the criteria.

E. If you are sure that you have met the criteria, click “Certify.”

F. Click “Print Report.”
Note:

• You must print the report in order to submit it to CDE/SED. The SELPA administrator’s signature is required to complete the certification.

G. Mail or Fax the Certification Report to CDE:

• Fax: (916-327-3730)
• Mailing Address:
• California Department of Education
• Special Education Division
• 1430 N Street, Suite 2401
• Sacramento, CA 95814-3321
• Attn: Assessment, Evaluation, and Support Unit

Accessing Reports
Scale Scores

When you have successfully imported your data into SEDRS, you can use the “Download Records” function on the SELPA home page to download a spreadsheet that includes scale scores for all of the children included in the imported DRDP assessment file. There are many benefits to using scale scores to measure an individual child’s status and progress. To learn more, refer to “Understanding the Measurement Model of the DRDP access” and SEDRS Learning Module 3 on using Developmental Status Reports available at www.draccess.org

Scale Scores

A. Login to SEDRS (www.sedrs.org) as a SELPA administrator.

B. Click on the “Download Records” link.

C. Select the assessment period from the dropdown menu and then click “Download.”

D. Download status.
Notes:

• This page indicates how long you should expect to wait for your download to be processed.
• You must click on the link “Check the status of your requests” to refresh the “Download Status” screen.
• The “Column Definitions for Assessment Record Spreadsheets” link is on this screen. Click on this link to download an Excel file that describes the variables on the Assessment Records spreadsheet.

E. Once the “Download Status” reads “Done,” double click on the “Assessment Records” link.

F. Save the Assessment Records to your computer.
Notes:

• Once you double click on “Assessment Records,” you will get a dialogue box generated by your computer’s browser.
• You can choose to open the records in Excel or save them to your computer.
• Remember – when you are saving children's information to your computer, it must be kept confidential.

G. Viewing Assessment Records
Notes:

• The Excel document has two worksheets:
1. The first worksheet is labeled “Assessment Status” and describes the status of data entry.
2. The second worksheet is labeled “DRDP Information and Ratings” and includes the data from the Information Page and Rating Record plus scale scores for every child entered for the SELPA.
• The assessment status worksheet was developed for users entering records directly into SEDRS. This worksheet is less helpful for SELPAs that are using the bulk upload feature.

H. Interpreting the Assessment Records spreadsheet.
Notes:

• A document with the “column definitions for assessment records” can be downloaded from the Download Request Status Page.
• This document is the key for the assessment records variables.

Accessing Reports
District Level Reports

Multi-district SELPAs may distribute district level data to district administrators using distinct district passwords. The district passwords will allow the district administrators to download scale scores for each child reported to SEDRS. Children included in the spreadsheet are those who have the district listed as either their district of residence or district of service.

District Level Reports

A. Login to SEDRS (www.sedrs.org) as a SELPA administrator.

B. Click on “Manage User Accounts,” then click on “Download Registration Instructions.”
Notes:

• You will see a list of each of the districts in your SELPA on the “Download Registration Instructions” page.
• Click on the link to download instructions with the distinct district passwords.

C. Printing District Account Creation Instructions.
Note:

• When you click on the link with the district name you will see a .pdf with all of the instructions that the district needs to create and start using their SEDRS account.

Accessing Reports
Individual Child Level Reports

In addition to downloading scale scores through SEDRS, you can also generate Developmental Status Reports and Developmental Progress Reports for each child included in the imported DRDP Assessment file.

Individual Child Level Reports

A. Login to SEDRS (www.sedrs.org).

B. Click “Find DRDPs.”
Notes:

• Select the assessment period within which you would like to search.
• Specify any other search criteria, and click “Search.”

C. Select Type of Report.
Notes:

• After clicking “Search,” you will see a table listing all of the records that meet your search criteria.
• To view a DRDP, click on the child’s name.
• To download the Developmental Status and Progress reports individually, click on “Status” or “Progress” next to the child’s name.
• To download Developmental Status and Progress reports as a batch, limit your search to records that are complete or certified and click on the link to “Download all Status Reports” or to “Download all Progress Reports.”

D. View, print, and/or save the report.
Notes:

• When you click on “Status” or “Progress” next to the child’s name you will generate a PDF of a report that you can view, print, or save.
• For more information about understanding and interpreting Developmental Status Reports, review SEDRS Learning Module 3 and the document, “Understanding the DRDP access Measurement Model” available at www.draccess.org

For more information

For more information about SEDRS:
E-mail: sedrs@draccess.org
Call: (707) 477-3553

For ongoing assistance with SEDRS, join the SEDRS listserv at:
http://www.draccess.org/listserv.html

For more information about the Desired Results access Project:
Visit: www.draccess.org
E-mail: info@draccess.org
Call: (707) 227-5963

 

 

 

Updated 04/24/09