SEDRS Learning Module 4

Instructions for Using the Bulk Upload Feature and Accessing Reports

This is the fourth learning module designed to update users on 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 two 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). This following section provides instructions for importing 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. Click on the “Request Permission” button.
Notes:

• This mandatory step requests permission to upload records.
• Each SELPA has the ability to choose one of two methods to submit DRDP data:
  1. Direct entry (please refer to SEDRS Modules 1-3 at www.draccess.org for instructions).
  2. Bulk uploading (this module).
• Keep in mind that, by requesting permission to upload, you are forfeiting your ability to enter records directly into SEDRS.

D. You have now requested permission.
Notes:

• Receipt of your request will appear on the screen.
• Your request has been submitted and should be processed within 5 business days.
• If you need immediate assistance, contact the Desired Results access Project at sedrs@draccess.org or (707) 477-3553.

E. Login as a SELPA Administrator.
Notes:

• If you are able to login successfully and you have permission to upload records, you are now ready to begin the process for importing records.
• Remember, it may take up to 5 business days to process your request for permission to use the bulk upload feature.
• Contact the Desired Results access Project at sedrs@draccess.org or (707) 477-3553 for assistance.

F. Click “Import Records.”

G. At the “Import Records” page, click on “Validate DRDP assessment file.”
Note:

• You will not be able to import an assessment file until you have validated it.

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

• Only files with the extension “.csv” can be validated by SEDRS.
• For your convenience, there is a link to the SEDRS file upload specification document located on the Validate DRDP Assessment File page.

I. Browse and select the “.csv” file you want to validate.

J. Click on the “Validate” button.
Note:

• 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.

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

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

L. 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.

M. 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 shown here, click on “Import validated DRDP assessment file.”

N. Use the drop down menu to select a clerk with whom to associate the records.
Notes:

• It is important to have a clerk account associated with the records so that you can access the individual child report function of SEDRS.
• Instructions on how to create a clerk account are included in SEDRS Learning Modules 1 and 2 at www.draccess.org/reporting.html.

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

• The most current validated file is always the file listed under Step 2.
• If the file listed under Step 2 is not the correct file, you will need to revalidate the correct file according to the instructions in Steps H – K.

P. 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.
• 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.

Q. View the Status of your Import.
Notes:

• A screen will detail the progress of your import.
• The length of time required to import a file varies based on the amount of activity on the SEDRS system and the size of the file that is being imported. You will need to click “Check the status of your import” to refresh the “Import Status” screen.
• Depending on the amount of time required to import, you may prefer to log out of SEDRS and log back in at a later time to check the status of your import.

R. 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.”

S. Completed 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 L).

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 child’s name 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 (see www.draccess.org/administrators.html). 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.”
Note:

• Assessment window dates can be found at www.draccess.org/administrators.
• 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 mail to CDE/SED.

D. Make sure that the data that you are certifying meets all of the criteria listed on this screen.

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. SELPA administrator 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, read “Understanding the Measurement Model of the DRDP access” and watch SEDRS Learning Module 3 on using Developmental Status Reports.

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.
• The dialogue box shown in this slide is from the browser Firefox.
• 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:

• This is a screen shot of the “column definitions for assessment records” document.
• This document 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.
• The district accounts have very limited functionality. They can only download data. They can not edit or enter records.

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) as the data entry clerk.
Note:

• Instructions on how to create a clerk account are included in SEDRS Learning Modules 1 and 2 at www.draccess.org/reporting.html.

B. Click “View Student Report.”

C. Select Type of Report.
Notes:

• In the report field, select either “Developmental Status Reports” or “Developmental Progress Reports.”
• In the assessment period field, select the assessment period that you would like to view.
• Click “Submit.”

D. View Child Report.
Notes:

• Double click on the name of the child that you want to view.
• This is an example from the Developmental Status Reports.
• The procedure is the same for the Developmental Progress Reports but the report is different.

E. Review, print, and/or save the report.
Notes:

• When you click on the name of the child you will generate a PDF of a child report that you can read, print, or save.
• For more information about understanding and interpreting Developmental Status Reports, review SEDRS Learning Module 3 (www.draccess.org/reportingdata.html) and the document, “Understanding the DRDP access Measurement Model” at www.draccess.org/assessors.html.

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:
www.draccess.org/reporting.html

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

 

 

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Updated 05/06/08