Certica Products

Uploading CertifySEIS Data

Updated May 07, 2021

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.

Step 1: Download SEIS Data to a File

Log in and Search

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 Criteria

Remove selections

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

Alternative option

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].

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

Column optoins

To control the columns of data being shown, click the Column Options button. The Column Options dialog displays.

Select Student Report

Select Student Report

From the Type of Report drop-down menu, select “Student report.”

Remove Existing Columns

Remove Existing Columns

In the Select Columns for Report field, remove any existing columns by clicking the X icon.

Select Columns for Report

Enter columns

In the Select Columns for Report section, enter the following columns, in this order:

  1. School of Attendance CDS Code
  2. School of Residence CDS Code
  3. Student SSID
  4. District ID
  5. Date of Birth
  6. Parent 1 Mail Address
  7. Parent 1 Mail City
  8. Parent 1 Mail Zip
  9. Parent 1 Mail State
  10. Grade Code
  11. Date of Original SpEd Entry
  12. Date of Exit from SpEd
  13. Disability 1 Code
  14. 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

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 “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.

Step 2: Upload the SEIS Data Using the CertifySEIS File Loader

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.

Open the File Loader

To log in to the CertifySEIS File Loader, first log in to Certify. Then, on the Home page, click the link to the file loader provided in the User Announcements section.

Log in to the File Loader

Log into the File Loader

To log into the SEIS File Loader, enter your Certify User Name and Password [1] and click the Login button [2].

Note: Only authorized users can log in and load files.

Upload Files

Upload Files

To upload a SEIS demographic file, click the Upload File link from the top menu bar.

Choose File

Choose File

Select SEIS Student Demographic 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 Upload [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 Support@CerticaSolutions.com or 855-766-9916 ext. 3.

Log Out

Log Out

When you are finished using the CertifySEIS File Loader, click the Log Out link.

Access Your Scorecard

Each time you upload a file, the following occurs:

  • The CertifySEIS 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 Certify Data Gateway(TM).
  • 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 Certify Scorecard.

Contact Information

For further assistance, please contact Certica Solutions at Support@CerticaSolutions.com or 855-766-9916 ext. 3.

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