SRS to
ADVISER
April 17, 2018
Overview
• SRS is now a certified vendor for the ADVISER
system
• This presentation will cover the following
topics:
• Description of the three-step process of
transmitting data from SRS to ADVISER
• Overview of on-site ADVISER Report screen
• Provide information on where to find the source
documents for all data being transmitted
• Strategies for correcting errors • Getting Started
SRS Basics: Primary Source Documents
• For the first year, SRS will only be transmitting the data elements that were
found on the NSSRS Special Education template
• SRS offers all of the forms required by Nebraska’s Rule 51 and 52, but for
our initial rollout, we will only be looking at the following forms
• IEP (Individualized Education Program) – Part B – Valid for 1 year • IFSP (Individualized Family Service Plan)– Part C – Valid for 6 mos
SRS Basics: Data Cards
• We offer ”Data Cards” as a means to fix mistakes or replace a missing
document
• IEP/IFSP Data Cards are simple mini forms that can be used to quickly
replace a missing or incorrect IEP or IFSP
• MDT Data Cards are even more simple and can be used to replace a
SRS Basics: Draft vs. Finalized Forms
• On SRS, a form can have one of two possible statuses, Draft or Final • Draft Status
• Forms in draft status can be edited and deleted.
• They are often incomplete and/or subject to change • We never pull report data from draft forms
• Final Status
• When a form has been completed and reviewed for accuracy, it can
become finalized.
• A finalized form becomes the official legal document that will be used by the
school district.
SRS to ADVISER
Step 1: Finalizing Forms
• The data transmission process will begin when:
• The user saves changes to the Edit Student Screen – or
--• Finalizes an IEP, MDT, IFSP, or IEP/IFSP Data Card, or MDT Data Card
• When one or more of these documents are finalized, the
updated student data will be added to our ADVISER Report Page
SRS to ADVISER
Step 2 : Batch Transmission
• SRS will transmit a batch of student data to ADVISER every two
hours.
• Every record that is flagged with a “W” will be included in the
transmission
• If the record is accepted without errors that record will be
flagged with an “S” (successful upload)
• If the record had an error, then the record will be tagged with
SRS to ADVISER
Step 3 : Update ADVISER Report on SRS
• We have developed a report screen that shows our users what data has
been uploaded to ADVISER
• Once the data has been sent to ADVISER, it will appear on the ADVISER
ADVISER Report Details
• School Name
• The report will list the student's school
district and building name
• Publish Time
• The date and time of the data
publication to ADVISER will be listed here
• Org ID
• This column contains the
ADVISER Report Details
Result
• This column will contain either an “S”, ”E”, or “W”
• S = Success! The data was successfully transmitted • E = Error! There was an error in the transmission
• SRS will also display the error message that we
receive from ODS
• W = Waiting! This data has recently been
finalized/updated and is waiting for the next batch transmission to take place
Student
• Student’s Name (First and Last) will be provided • Student SRS ID# (this is the ID# used only by SRS)
ADVISER Report Details
• Beginning and Ending Dates
• Beginning date: This is the Initial Verification for
Special Education
• Ending Date: This is the date the student exited
Special Education.
• Exit Reason: This is the reason why the student exited
Special Education
• Helpful Links
• We have provided links to the forms where the data
is being pulled from
ADVISER Report Details
• Details Section
• This is where we will display the data that has
been successfully uploaded to ADVISER
• The data will utilize the same coding system as
used in the data transmission.
• i.e. For Alt Assessment we will display a code
Data Transmitted to ADVISER
Data Element Source on SRS
CO/DIST/School Edit Student Screen
State ID Number Edit Student Screen
Primary Disability MDT or MDT Data Card
Related Services (OT, PT, Speech) IEP, IFSP or IEP Data Card
Alternate Assessment Status Edit Student Screen
Placement Type Edit Student Screen
Entry Date (Initial Verification) MDT or MDT Data Card
Exit Date Edit Student Screen
Exit Reason Edit Student Screen
Primary Setting Code IEP, IFSP or IEP Data Card
Level of Program Participation IEP or IFSP
Transmitted Data: Co/Dist/School
• SRS will transmit County/District/School Data for each
student
• This data is found on the Edit Student Screen and is based
Transmitted Data: Unique State ID
• The SRS data transmission will used the student’s Unique
State ID# rather than their names
• This is entered into the Edit Student Screen on SRS
• We currently do not require schools to enter this data into SRS • If a district decides to use SRS to upload their data, they will of
Transmitted Data: Primary Disability
• The Primary Disability will be
transmitted using the codes on the left
• This data comes from the student’s
Transmitted Data: Related Services
• The Related Services will be transmitted
using the codes on the left
• This data can be found on the student’s
most recent and finalized IEP, IFSP, or IEP/IFSP Data Card
• We are only reporting OT, PT, and
Transmitted Data: Alternate Assessment
• Alternate Assessment Status will be transmitted as True or
False
• Kids in grades below 3rd, will automatically be given a
code of “2” regardless of what the users have entered
Transmitted Data: Placement Type
Transmitted Data: Entry Date
• On SRS we refer to the “Entry Date” as the “Initial
Verification Date”
• This data can be found on page 1 of the student’s most
Transmitted Data: Exit Date
• This represents the date that the student exited Special
Education. On SRS we require both an exit reason and an exit date in order to lock this change in
Transmitted Data: Exit Reason
• Exit Reason will be transmitted using
the codes on the left
• This data can be found on the Edit
Student Screen
• The codes with an “*” are only
Exit Data and Student Transfers
• If your districts opts to use the SRS to ADVISER features, you
will be required to enter an exit date and exit reason
before you transfer a student record outside of the district
• Internal transfers will not be affected
• Reason: Once you transfer a student out of your district,
you lose access to that record and can no longer add the exit data.
• Also, the new school district will receive errors when they attempt
Transmitted Data: Primary Setting Code
• Primary Setting Codes will be
transmitted using the codes on the left
• This data can be found on the IEP,
IFSP, or IEP/IFSP Data Card
• On SRS we only provide primary
Transmitted Data: Level of Program
Participation
• Level of Program Participation data will
be transmitted using the codes on the left
• If the student’s primary setting data
came from an IEP, then we consider the student Part B
• If it comes from an IFSP then we consider
Transmitted Data: Special Education
Percentage
• The percentage that we transmit represents the percent
of the student’s school day where he is engaged in special education without his regular education peers
• This data comes from the most recent and finalized IEP, or
Addressing Problems
• Addressing problems with data from forms
• Create a data card to overwrite the incorrect data
• Create a new Form to replace the form that had errors
• Coming Soon: District Managers will have the ability to un-finalize forms
• Addressing problems with data from the Edit Student screen
• Merely changing the data, and then re-saving it will flag that data to
be retransmitted to the ODS
• We will provide a button that users can click to force an
immediate data transmission to the ADVISER
Student and Parent Autofill from ADVISER
• SRS will have the ability to
autofill student demographic and parent data into SRS
• Simply go to the “New
Turn on SRS to ADVISER Features
• 1. Go to the District’s Tab on
SRS
• 2. Select your district from
the menu provided
• 3. Click on the “Import Data
or Export to ADIVSER” tab
• 4. Check the box labeled
“ADVISER Data Publishing”