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Slide 1
District SES Administrator Refresher August 2011
Slide 2
To get set up on the system, get your login information, or get
other questions answered: [email protected]
Slide 3
SuperSTARS Providers do not enroll students in SuperSTARS. The
district assigns students to specific providers for specific
periods Providers can see their assigned students on-line at any
time (Rosters) Providers enter ILPs and student attendance
on-line
Slide 4
SuperSTARS SuperSTARS provides official billing reports that
account for attendance exceptions by the districts and for student
PPA use Providers are able to see these adjustments on-line
Students without approved ILPs will not be included on the official
billing reports
Slide 5
Accessing SuperSTARS Go to
https://www.programtracking.com/SuperSTARShttps://www.programtracking.com/SuperSTARS
Dont forget the s at the end of http! If you do, you will be trying
to log in to STARS, a separate system! Set a bookmark or favorite
after arriving at the site. Enter your username and password and
click Login.
Slide 6
Home Link Clicking Home on the blue bar at the top will always
bring you to the start page (the Main Menu).
Slide 7
State Functions There are some actions that State-level users
must perform: Define SES Districts Set District PPAs Define SES
Providers Define SES Schools Set provider rates in each
district
Slide 8
Basic District Functions For each program year Districts MUST:
Enter or update student records Enable providers in your district
Assign students to providers Review and approve ILPs Review and
print official billing reports Districts SHOULD Verify attendance
entered by providers Districts MAY Track the status of applications
received Tracking applications does not have any impact on student
assignments. These processes are completely independent.
Slide 9
District Functions The Home page is where most functions are
accessed. You will use buttons on the page and links in the blue
bar at the top of the page.
Slide 10
Entering Students for the 2011-2012 Program Year Student
records can only be entered by District users. New student records
must be added or existing student records must be updated before
students can be assigned to providers in 2011-2012. There are three
ways to enter/update students for the 2011-2012 program year: Add
new student Manually update existing student records Batch update
existing student records by uploading data
Slide 11
Required information for each student is: 1. District ID number
(unique) 2. SSN 3. First name 4. Last name 5. DOB 6. Gender 7.
Ethnicity 8. School 9. Grade 10. Lunch Status Integer district ID
numbers should be prefixed with a unique district identifier. We
recommend the district name or abbreviation (e.g. EBRNNNN or
CADDONNNN) If no district ID exists, the SSN can be used for this
field Information Required for Each Student
Slide 12
District Functions Adding New Students Manually To add new
students (students that have not been entered in the system
before): Click Students on the top bar: Click Add Student on the
form that comes up:
Slide 13
Complete the required fields marked with a red * and click Add
Student. Note that the District ID number and the SSN must be
unique within SuperSTARS. District Functions Adding New Students
Manually
Slide 14
If a student was entered into SuperSTARS last year, their
record must be updated before they can be assigned to providers in
the 2011- 2012 program year (note that this illustration reflects
the 2010-2011 program year). At a minimum, the students School and
Grade must be re-entered. Other fields should be updated if more
current information is available. To update student information
entered in a prior year for use in 2011-2012, click Students on the
top bar and then click the Update Students for the 2011-2012
Program Year button on the form that comes up: District Functions
Manually Updating Existing Student Records
Slide 15
Select the program year that the student record will come from,
enter all or part of the last name of the student to update, then
click the Search button: District Functions Manually Updating
Existing Student Records UPDATED
Slide 16
Matching student records will be displayed. Click Edit next to
the student that you want to update: District Functions Manually
Updating Existing Student Records UPDATED
Slide 17
That will open the information fields for editing. Note that
the students School and Grade must be re-entered. When done, click
Update. When the update is done, the student will disappear from
this list and will now be available in 2010- 2011. TIP: If you have
a lot of students to update manually you might consider searching
on just the first letter of the last name to return a list of
students. Once they are displayed on the update screen you can edit
each one and each one will disappear from the list when the update
is done. This can be faster than looking up each student
individually. District Functions Manually Updating Existing Student
Records UPDATED
Slide 18
You can update the records of a large number of existing
students and/or add new students by uploading student records from
a spreadsheet. The format of the spreadsheet is the same as it was
in 2010-2011 and can be provided to you on request. Batch updates
are only practical for large number of students and may require
support from your IT department to accomplish. When a spreadsheet
of student records is uploaded: Students that are not in the system
(no matching SSN is found) are added to the system. Students that
are in the system from a previous year have information records for
2011-2012 created, making them available for assignment in
2011-2012. Batch update student records by uploading data
Slide 19
Enabling Providers The district enables data entry for each
provider that is providing services in their district This is done
one time each year for each provider Note that provider rates in
districts are maintained by the State
Slide 20
Click Providers on the top bar: District Functions Enabling
Providers
Slide 21
Click on the Search Providers button District Functions
Enabling Providers
Slide 22
Click the name of the provider that you want to enable We will
choose Education Station District Functions Enabling Providers
Slide 23
At the bottom of the page that is displayed, select the program
year and click the Enable Provider button. District Functions
Enabling Providers UPDATED
Slide 24
Districts must assign students to providers in order for the
providers to enter ILPs and attendance Each assignment has a
specific start date and end date Providers cannot enter attendance
data for dates before the start date, or after the end date
Managing Student Assignments
Slide 25
Students can be assigned to more than one provider during the
program year Students cannot be assigned to more than one provider
on any given day Assignment start and end dates can be adjusted,
but only if the adjustment does not conflict with another
assignment Managing Student Assignments
Slide 26
Quick Assignment Process Designed to allow districts to rapidly
assign students to providers during high-activity times, such as
program startup each year A student can only be quick assigned if
no other assignments for the student exist during the program year
Any adjustments to a quick assignment must be made using the normal
assignment tools Managing Student Assignments
Slide 27
Normal Assignment Process Operates on a selected student Create
new assignment Adjust an existing assignment Delete an assignment
Shows the students assignment history, if more than one assignment
has been made Managing Student Assignments
Slide 28
Assigning Students to Providers - Normal Method Managing
Student Assignments Click Students then use the form to find the
student that you want to assign. Click the students name.
Slide 29
Assigning Students to Providers - Normal Method Managing
Student Assignments When the students record is displayed, click
Assignments at the bottom of the page.
Slide 30
Assigning Students to Providers - Normal Method Managing
Student Assignments Select the provider and the start and end dates
of the assignment. The program year should default to the current
program year. Click Add Assignment when these are set. Assignments
are shown at the bottom. No list means no assignments. Multiple
assignments may exist. You can edit the assignment as needed.
Slide 31
Assigning Students to Providers - Normal Method Managing
Student Assignments When a student is assigned to a provider on a
given day they will then show up on the providers roster for that
day.
Slide 32
Deleting Assignments A student assignment should only be
deleted if the assignment was a mistake. Deleting an assignment
makes it look like the assignment never occurred. It takes all
associated data with it! Normally an assignment should be adjusted
Managing Student Assignments As a general rule, do not delete
assignments. If you are unsure what action to take, send an email
to [email protected] to ask a
[email protected]
Slide 33
Adjusting Assignments Managing Student Assignments Clicking the
Edit link next to an assignment will open the edit boxes. Click
Update to save your changes.
Slide 34
Adjusting Assignments Here we are making an assignment to
T-Provider 2 from 12/15/2007 through 2/29/2008. Note that the
student already has an assignment to T-Provider 1. We clicked the
Add Assignment button and we got the error message shown in red.
Why did this assignment not work? The start date of the assignment
to T-Provider 2 overlaps the end date of the existing assignment to
T-Provider 1! If 12/15/2007 is the desired start date for provider
2 then
Slide 35
Adjusting Assignments Adjust Provider 1s end date Managing
Student Assignments
Slide 36
Adjusting Assignments Complete the second assignment Managing
Student Assignments
Slide 37
Quick Assignments Quick assignments let you make student
assignments to a selected provider for a selected period very
quickly. Quick assignments only work for students with no existing
assignments, regardless of who the provider is or when the
assignment is for. Quick Assignments work at the click of a button.
As such you should use it carefully because There is no Quick
UN-Assign! Managing Student Assignments
Slide 38
Quick Assignments Managing Student Assignments After clicking
the Quick Assignments button on the home page you select the
provider and start and end dates of the assignments that you want
to make. The program year should default to the current program
year. When you are done, accept the settings.
Slide 39
Quick Assignments Managing Student Assignments Filter the
student list by entering all or part of the last name. Leaving the
field blank and pressing Enter will return *all* eligible students.
Click Select next to a student to quick assign that student. When
the assignment is made, the student disappears from this list.
Slide 40
Approving ILPs Clicking the ILP button on the home page takes
you to the Student ILPs page. Once providers mark ILPS as complete
they will show up on the districts ILP status screen. Select the
program year and provider, click the Completed Awaiting Approval
selection, and then click Search ILPs to get a listing of ILPs. To
review and approve an ILP, click the students name.
Slide 41
Approving ILPs The ILP will display with Approve and Disapprove
buttons at the top. If you disapprove an ILP remember to enter a
reason so the provider will know what they need to fix.
Slide 42
Attendance Verification Districts can verify recorded
attendance against sign-in sheets. Click Attendance on the home
page.
Slide 43
Attendance Verification On the page that comes up you specify
the provider and month of attendance, and all or part of the
students last name. A list of students assigned in that month is
displayed and you select one to display their attendance along with
verified and exception checkboxes.
Slide 44
Attendance Verification Consider the following billing report
for provider T-Provider 1 in Tensas for September 1 through
September 30, 2007. Angelic Oliger has 8 hours recorded.
Slide 45
Attendance Verification Note that two of Angelics hours are now
marked as exceptions by the district. Also note that a reason is
recorded.
Slide 46
Attendance Verification Consider the same billing report now.
Exception hours are automatically excluded from the billing.
Angelic only shows 6 hours now.
Slide 47
Attendance Verification An exception report is available.
Slide 48
Attendance Verification Locking Attendance Districts can lock a
providers attendance records for a specified period. This is a way
to ensure that providers do not make changes to attendance while it
is being verified. After the verification is complete, the
attendance can be unlocked at the districts discretion - to allow
the provider to make corrections or additions. All attendance in
the period can be unlocked, or only the unverified attendance, or
only the unverified, non-zero attendance. If a provider makes
corrections that are acceptable, the district can remove exceptions
by un-checking the appropriate exceptions box. Once all changes to
a periods attendance are made locking the attendance is
recommended.
Slide 49
Locking Attendance Click Lock/Unlock Attendance on the home
page
Slide 50
Select the program year, the provider, and the start and end
dates of the period to lock Then click the Lock Attendance button
Locking Attendance
Slide 51
(1) Select the program year, provider, and start and end dates
of the attendance to unlock (2) Select to unlock all, only the
unverified attendance, or only the non- verified non-zero
attendance (3) Click the Unlock Attendance button Unlocking
Attendance
Slide 52
District Function Unlocking Attendance How do you decide what
attendance to unlock? Unlocking all attendance will allow a
provider to make changes to any data, even data that you have
marked as verified. This generally should *not* be done unless
there are special circumstances. Unlocking only unverified
attendance will not allow the provider to change any attendance
that you have already verified. Unlocking only unverified non-zero
attendance prevents a provider from entering additional attendance
where none was recorded after they have reported that all
attendance was entered. This is recommended, and it gives the
providers incentive to get all of their attendance in on time. You
can always unlock attendance if you need to, but these options give
you more control over what the provider can do after you have
started your review.
Slide 53
The Monthly Attendance Status Report The Monthly Attendance
Status Report gives you a quick overview of attendance data status
Click the Attendance button on the home page
Slide 54
Click the Monthly Attendance Status Report Button District and
Providers The Monthly Attendance Status Report
Slide 55
Specify the district, provider, program year, month and year as
needed Then click the Return Results button The Monthly Attendance
Status Report
Slide 56
black digits attendance is unlocked clear background attendance
has not been verified or excepted student ILP status Attendance
does not have to be verified to appear on the Official Billing
Report. In this example, that report would show that the provider
would be reimbursed for 16 of the 20 hours entered for Kevin
Hackenjous, because only 4 hours have been excepted. The Monthly
Attendance Status Report
Slide 57
In October two of T-Provider 1s students exhausted their PPA.
Note the revisions to the charges. Automatic PPA Adjustments
Slide 58
The SuperSTARS Official Billing Report is the approved billing
document. Providers may submit their own invoices For Information
Only at the discretion of the district. They are not needed.
Providers can see attendance verified (approved) or exception
(disapproved) status on-line. Adjustments due to PPA exhaustion are
also shown. NOTE: Accurate PPA tracking depends on timely and
accurate data entry by the providers. Districts should complete a
monthly billing cycle for all providers before beginning on the
next month. SuperSTARS tracks student PPA used even if there have
been multiple providers of services to the student. The Official
Billing Report
Slide 59
District-Provider Cooperative Function RECOMMENDED Invoice
Reconciliation Process Provider informs District that all
attendance is entered and ready for review. Provider submits
required hardcopy verification documents (sign-in sheets) District
LOCKS providers attendance data for the period under review
District verifies or takes exception to each attendance entry*
District informs provider that data is ready for review and UNLOCKS
UNVerified, NonZero attendance. Note that this unlocking mechanism
prevents providers from entering late attendance after the
verification process has begun. PROVIDERS: be sure that *all* of
your attendance is entered by the districts deadline! Provider
reviews exceptions and make corrections/takes corrective action as
allowed by the District, and notifies District on completion
Slide 60
District-Provider Cooperative Function RECOMMENDED Invoice
Reconciliation Process District reviews exceptions and reverses
where acceptable changes have been made At this point District and
Provider should be able to agree on the adjustments that are made.
Additional iterations are the Districts option District LOCKS
provider attendance data for the period District prints out final
period Official Billing Report as basis for payment
Slide 61
ILPs and Billing Reports If a student does not have an ILP
approved by the district, that students hours will not show on the
official billing report.