The ElevateSEIS Rule Library 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 ElevateSEIS File Loader. Once the data is uploaded, the ElevateSEIS 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.
Step 1: Download SEIS Data to a File
In order to upload SEIS data for the ElevateSEIS 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 Criteria
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.
Add Filters
Alternatively, if you want the report to include only students who are currently active in the SEIS database, you may add these filters:
- “Student Eligibility Status” equals “Eligible/Previously Eligible” [1]
- “Student Exited” equals “No.” [2]
To add a filter, click the Add button [3].
Click Search
Click Search to perform the search. Results appear on the left side of the screen. Verify that the correct data is being captured.
Define Column Options
To control the columns of data being shown, click the Column Options button. The Column Options dialog displays.
Select Student Report
From the Type of Report drop-down menu, select “Student report.”
Remove Existing Columns
In the Select Columns for Report field, remove any existing columns by clicking the X icon.
Select Columns for Report
In the Select Columns for Report section, enter the following columns, in this order:
- School of Attendance CDS Code
- School of Residence CDS Code
- Student SSID
- District ID
- Date of Birth
- Parent 1 Mail Address
- Parent 1 Mail City
- Parent 1 Mail Zip
- Parent 1 Mail State
- Grade Code
- Date of Original SpEd Entry
- Date of Exit from SpEd
- Disability 1 Code
- Disability 2 Code
When you have added all the columns, click the OK button.
Save Search
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.
Notes:
- The first three columns will be “SEIS ID,” “Last Name,” and “First Name,” followed by the 14 columns requested.
- School of Attendance CDS Code may display as “School CDS Code.”
- If the columns or the order does not look correct, open Column Options again and drag the columns around to re-order them, or add/remove columns if needed. Then click OK and verify the results again.
Enter Search Details
The Save Search dialog opens so that you can provide a title. To add a category, click the Edit [1] link.
When you have entered the search details, click the Save button [2].
Download Data
In the Search Results page, select Download Data [1] and All Records [2] from the drop-down menus. Then, click the Go button [3].
IMPORTANT: Save the downloaded file with a dated name such as “ElevateSEISyyyy-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 ElevateSEIS 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.
Step 2: Upload the SEIS Data Using the ElevateSEIS File Loader
You must now upload the SEIS data file using the ElevateSEIS 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.
Click the Link for the File Loader
To log in to the ElevateSEIS File Loader, first log in to Elevate Data Quality. Then, on the Home page, click the link to the file loader provided in the Announcements section.
Log in to the File Loader
To log into the SEIS File Loader, enter your Elevate Data Quality User Name [1] and password [2]. Then click the Login button [3].
Note: Only authorized users can log in and load files.
Upload File
To upload a SEIS demographic file, click the Upload File link from the top menu bar.
Choose File
Select SEIS Student Demographics as the format to upload [1].
Click the Choose File button [2] 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 the Upload button [3]. The upload process could take up to several minutes.
Review File Upload History
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 data-quality-support@instructure.com or 855-766-9916 ext. 3.
Log Out
When you are finished using the ElevateSEIS File Loader, click the Log Out link.
Access Your Scorecard
Each time you upload a file, the following occurs:
- The ElevateSEIS Rule Library compares the uploaded SEIS data to the corresponding data in your student information system, which is loaded automatically on a nightly basis via the Elevate Data Quality Data Gateway.
- Personalized email notifications are sent to specified users containing a Scorecard, which summarizes any violations. The notifications also contain a link to the online Scorecard. For more information, refer to Accessing Your Elevate Data Quality Scorecard.
Contact Information
For further assistance, please contact data-quality-support@instructure.com or 855-766-9916 ext. 3.
