The CertifySEIS Rule Library(TM) enables California districts to monitor discrepancies between Special Education Information System (SEIS) student data and the corresponding student data in your student information system, so that administrators can easily make corrections. The first step is to download data from SEIS containing required information. The next step is to upload the data using the CertifySEIS File Loader. Once the data is uploaded, the CertifySEIS Rule Library runs comparisons between the data from SEIS and your student information system data to check for violations, invalid data, or discrepancies between the two systems regarding student demographics and special education program enrollment. If any violations are detected, authorized users receive an Email Notification displaying a Scorecard containing a summary of the violations.
The steps for uploading SEIS data are described in this document. The instructions are for SEIS version 2.0.
In order to upload SEIS data for the CertifySEIS Rule Library, you need to create a “search” from SEIS and download the results as a file.
To create a search, log into SEIS as you normally would at https://www.seis.org.
Then, from the Searches menu, choose New Search.
Remove all selections in the Criteria section on the right of the page by clicking Edit and then the button next to each. With all filters removed, the Criteria section should appear empty.
Alternatively, if you want the report to include only students who are currently active in the SEIS database, you may add these filters:
To add a filter, click the Add button .
Click Search to perform the search. Results appear on the left side of the screen. Verify that the correct data is being captured.
To control the columns of data being shown, click the Column Options button. The Column Options dialog displays.
From the Type of Report drop-down menu, select “Student report.”
In the Select Columns for Report field, remove any existing columns by clicking the X icon.
In the Select Columns for Report section, enter the following columns, in this order:
When you have added all the columns, click the OK button.
Verify that the results on the screen are the correct columns appearing in the correct order. Once the results look correct, you may now save the search for future needs by clicking the Save Search icon.
The Save Search dialog opens so that you can provide a title. To add a category, click the Edit  link.
When you have entered the search details, click the Save button .
In the Search Results page, select Download Data  and All Records  from the drop-down menus. Then, click the Go button .
IMPORTANT: Save the downloaded file with a dated name such as “CertifySEISyyyy-mm-dd.csv” (to help identify the file later). Save to a location on your machine but do not open it. The file must retain its original format so that it can be uploaded by the CertifySEIS File Loader. If your browser is Google Chrome, you may use the option titled, “Show in folder,” which appears when you right-click on the download, and move the file to another location if desired.
You must now upload the SEIS data file using the CertifySEIS File Loader. Although you may upload the file at any time, it is best to upload it as soon as possible, as it will be compared to the current data in your student information system.
To log into the SEIS File Loader, enter your Certify User Name and Password  and click the Login button .
Note: Only authorized users can log in and load files.
To upload a SEIS demographic file, click the Upload File link from the top menu bar.
Select SEIS Student Demographic as the Format to Upload .
Click the Choose File button  and navigate to the CSV file you downloaded from SEIS in Step 1: Download SEIS Data to a File. Make sure it is the one you most recently downloaded. Click Open to select the file.
Once the file is selected, click Upload . The upload process could take up to several minutes.
Once the upload process is complete, the File Upload History page appears. All previous uploaded file processes are also listed.
The File Upload History page auto-refreshes every 30 seconds to provide you with the most up-to-date information on the status of your upload. If there are any errors during processing, the File Upload History page will show the Status FAIL. If you receive a FAIL message, verify that you did not open and save the downloaded SEIS file; that would have rendered the file invalid.
Note: If your upload fails, please contact Support@CerticaSolutions.com or 855-766-9916 ext. 3.
When you are finished using the CertifySEIS File Loader, click the Log Out link.
Each time you upload a file, the following occurs:
For further assistance, please contact Certica Solutions at Support@CerticaSolutions.com or 855-766-9916 ext. 3.