To get started download the Getting Started in the SST Module (click here).

10 STEPS TO COMPLETE SST PLAN

1) Click on the Choose Student icon to get your student list; click on student name to go to SST Manager. Let your SST Coordinator know if any of your students do not appear or if you see any students on your list that are not yours.

2) Go to Student Profile to check accuracy of information that will go directly onto SST forms:

• Demographics: ethnicity, race, EL type
• Contacts: must at least have one primary contact
• Providers: staff that you would want associated and have access to the record at a general user level
• Vision/Hearing results; Medication; Overall health: can enter entire caseload under Student Info/Student Profile/Medical tab when you get report from nurse. Lists/reports can be created once this information is in SIRAS.

3) Select meeting purpose on SST Manager to get all forms associated with that meeting type.

• SST Meeting
•  SST Follow-up

4) Enter meeting date, time, and location, if known. You may enter this information at any time.

5)  SST Manager Tabs: Basic forms; Pre-Meeting forms; and Uploaded Documents.

• Pre-Meeting tab contains the forms used prior to the meeting such as the Meeting Notice.
• Basic Forms tab opens as the default and contains all the forms that are used at the time of the actual meeting. Once all the required forms have been submitted click the ‘Preview/Print’ link to assemble the SST Plan.
• Uploaded Documents tab is used to upload any document associated with the meeting such as doctor’s notes or an evaluation from an outside source, etc. If the form is uploaded as a PDF document it can be appended as a numbered form with the SST Plan. If you designate it as a copy of the signed signature page under ‘Category’ SIRAS will replace the uploaded signature page with the blank one. Click the blue question mark button located in the lower left corner for more details. DO NOT enter periods in the file name of an uploaded form.
• Open form (all required forms must be submitted before the SST Plan can be assembled)
• Make changes as needed to existing information. Click blue question mark button at the top of the form page for directions on how to complete the form. Depending if the directions were provided by the district this option may not be available.
• Add information as needed.
• Save the form. You have a choice between "Save" (which simply saves the information and keeps you on the same page) and "Save and return…” (which saves the information and takes you to the location that you select from the menu). The menu defaults to "SST Manager" but this feature allows you to bypass the SST Manager and go directly to the next SST form that you want to access.

6) Fill out all required (red) SST forms and desired optional forms for meeting. A green check mark will appear on all forms you have opened and saved. This does not mean you have successfully completed the forms, just that they have been opened and saved. All ‘Required’ forms must be addressed prior to clicking the Preview/Print link above.

7) Use the ‘Print/Preview’ button on the 504 Manager to preview the paginated 504 Plan for the meeting. It is recommended that if there are errors, go back to the SST Manager, and click on the page, make the correction, and save; then do ‘Print/Preview’ again. 

• If you will be using a computer during the meeting, you may wish to bring drafts for team members to look at unless you will be projecting the SST pages onto a screen. In either case, you can make any corrections or changes directly onto the forms. At the close of the meeting, use ‘Print/Preview’ to print out a paginated copy for the team to sign. 
• If you will not have access to a computer during the 504 meeting to make changes, print out the forms to present at the SST meeting. Make copies of the forms for the SST team members to refer to during the meeting and mark “Draft” on those copies, but not on the original document. A “Draft” watermark can be placed on the 504 Plan by clicking the little triangle to the right of the ‘Preview/Print’ link and then select ‘Add draft watermark’.
• Any changes or corrections made at the meeting will need to be made in handwriting on the original. 
• Address the orange form warnings. Some may not be known until after the meeting. (The orange form warnings will not prevent you from checking meeting held or Finalizing the meeting.)

8) After the meeting

• Click on “Meeting Held” checkbox . That will push all the important data for the completed 504 Plan over onto the MIS Summary page for reporting purposes. If you made any handwritten changes on the printed copy during the meeting, go back into the forms on the computer and enter the information so the electronic and printed copies of the 504 Plan are the exactly same.
•  Use the ‘Print/Preview’ feature to compile the final SST Plan for proofreading located above. The ‘Preview/Print’ will be inactive until ALL the required (red) forms have been submitted.
• Proofread the SST Plan carefully to be sure all corrections were made.
• If anything was missed, you can still make changes on the form and reprint that page if needed.

9) Final steps (SST Manager):

• Fill in information on drop down menu regarding Parent Participation & Response.

• Check any notes you have put in the Scheduling Notes box on the SST Manager to be sure they reflect the comments you want to remain in the record after the meeting has been finalized. Delete any working notes or resolved issues. Enter any other information pertinent to the meeting outcome (e.g. "Meeting finalized even though parents did not sign; additional assessment to be conducted before scheduling another meeting.")
• Click on ‘Finalize’ to lock the SST Plan so no further changes can be made.
• Send the original paper copy to the office and click "Sent to district office" from the menu in the Forms Status box under ‘Follow-up’.
• • The signature page can be scanned and uploaded as a PDF file into the Upload Documents tab or under Student Info / Student Profile / Upload Documents tab if the meeting had already been Finalized.

10) SST Decision (found on MIS Summary page)

The SST decision is entered on the MIS Summary page. This is to be done after the SST meeting. 

1. Student Returns to General Ed - No Review

- This makes the student ‘Inactive’ and close the SST process for this student. If the student is referred again in the future, change the student’s status to ‘Active’ and generate a new meeting.

2. Student Returns to General Ed – Review

- This flags the ‘Upcoming SST Review’ and prepares the team for another SST meeting and some future date. The student’s status will remain ‘Active’.

3. Referred for 504 Plan

- Selecting this option will send the record to the 504 modules, change the student’s status to ‘Pending’. It will also enter in the Referral information section on the MIS Summary page the date of the referral and that the SST team made the referral.

4. Referred for Special Education

- Selecting this option will send the record to the Special Education modules, change the student’s status to ‘Pending’. It will also enter in the Referral information section on the MIS Summary page the date of the referral and that the SST team made the referral.

Issue Related to Finalizing and Reactivating 504 Plans

After a SST Plan is developed in the SST Manager, it is expected that the SST Coordinator will click on the ‘Print/Preview’ to create a draft of the SST plan. After the meeting, is held, the SST Coordinator should click the Meeting Held button and enter the Parent Participation information. This lets anyone who looks at the 504 Manager know the status of the meeting.

The SST Coordinator is now responsible for going into the electronic copy of the 504 Plan, and entering all changes made by hand on the paper copy so that the electronic copy of the 504 Plan in SIRAS matches the hard copy of the 504 Plan signed by the parent. Once this process is complete, the case manager should Finalize the meeting, enter the Parent Input and Follow-up information on the 504 Manager, and send the hard copy of the 504 Plan to the district office

The 504 Plan should never be Finalized before the SST Coordinator has a chance to make the electronic copy in SIRAS the same as the hard copy of the SST Plan because once the SST Plan has been Finalized, it no longer pushes new information into the MIS Summary page. In the event that the SST Coordinator accidentally ‘Finalizes’ a meeting prior to completing the electronic copy, s/he will need to ‘Re-activate’ the meeting.

Once the meeting has been re-activated the SST Coordinator can enter the corrections to the SST plan forms and Finalize the meeting again; however, once a meeting has been Finalized there is NO data transfer between the re-activated forms and SIRAS. This could result in compliance errors. For this reason, any corrections and/or changes to MIS Summary page data after a meeting has been reactivated must be entered on the MIS Summary page as well as on the 504 Plan meeting forms.

Rescheduling a Meeting

A meeting may be rescheduled by changing the meeting date to a later date, time, and location if needed. Do not delete the meeting or you will lose all the work that has been done to the meeting. Send out a new Notice of SST Plan meeting to the parents informing the parent/s of the new date, time and location.

Deleting a Meeting

The user that created the meeting has the ability to delete the meeting. In order to delete a meeting, the user must delete all submitted forms by clicking on the red X to the right of the form link. Be sure to delete all the other submitted forms in the Basic forms tab, as well as, the Pre-Meeting forms tab and the Other Forms tab. You will also need to delete the Meeting Date. After this has been completed the meeting may be deleted by clicking on the red X that is labeled delete in the right of the menu bar of the SST Manager.

Finalizing a Meeting

Before a meeting is Finalized, the case manager is responsible for going into the electronic copy of the SST Plan and entering all changes made to the SST Plan during the SST meeting. This is to ensure the electronic copy of the SST Plan is the same as the copy of the SST Plan given to the parent. Once this process is complete, the SST Coordinator can ‘Finalize’ the meeting and enter the Parent Input and Follow-up information on the SST Manager. A hard copy of the SST Plan may be sent to the staff.