SuperSTARS Training

SuperSTARS Basic TrainingProvider RefresherAugust 2011Send requests for login credentials and questions to:SuperSTARS@ITDetails.com2SuperSTARSProviders do not enroll students in SuperSTARS. The district assigns students to specific providers for specific periodsProviders can see their assigned students on-line at any time (Rosters)Providers enter ILPs and student attendance on-line

SuperSTARSSuperSTARS provides official billing reports that account for attendance exceptions by the districts and for student PPA useProviders are able to see these adjustments on-line

Students without approved ILPs will not be included on the official billing reports

Accessing SuperSTARSGo to https://www.programtracking.com/SuperSTARSDont 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.

Home Link

Clicking Home on the blue bar at the top will always bring you to the start page (the Main Menu).Basic State FunctionsState Users MUSTDefine SES DistrictsSet District PPAsDefine SES ProvidersDefine SES SchoolsSet provider rates in each district

Basic District FunctionsFor each program year Districts MUST:Enter or update student recordsEnable providers in their districtAssign students to providersReview and approve ILPsReview and print official billing reportsDistricts SHOULDVerify attendance entered by providersDistricts MAYTrack the status of applications receivedProvider FunctionsProviders MUSTComplete ILPsEnter student attendanceSubmit sign-in sheetsSign-in sheets can be printed from SuperSTARS for students entered into provider bins.Providers can also use their own district and state-approved sign-in sheets.

RostersRosters show the students that a provider is/has been authorized to provide services to by a district.There are two types of rostersDaily roster shows the students assigned to your program on a particular day. You can only enter attendance for days on which the student appears on your daily roster.Historical roster shows students assigned to your program at any time during the program year.

RostersDaily Rosters show students assigned to your program on a specified day.The roster also shows the start and end dates of the students assignment to your program.

ILP Entry

Select ILPs on the home pageProvider FunctionsILP Entry

After selecting the program year, district, and ILP status to view (All, Incomplete, ) click Search ILPS. A list of matching students will be shown. Click on the name of the student that you want to work with.

If you choose All then a blank in the ILP status column indicates that an ILP has not been created yet. An incomplete indicates that the ILP exists but has not been marked as complete by the provider.ILP EntryILPs are completed on a single-page form. Enter information as needed, including pre-test scores and student GLEs. When you are done, be sure to click Save to save your changes. When the ILP is ready for district review, check the box at the top of the form to put it in the districts review queue.

ILP Status

ILPs can have no status (meaning they have not been created), or a status of incomplete, waiting approval, approved or disapproved.

Disapproved ILPs can be edited and re-marked as complete to put them back in the Districts approval queue.Provider FunctionsILP Status

ILP Status

Provider SeesDistrict SeesProvider FunctionsAttendance Entry

Attendance Entry

Specify the program year, district, and month/year of attendance. A list of students assigned to your program in that month will be displayed when you click the Filter by Last Name button. Click Select on the students row to open the attendance records for that student.

Attendance Entry

Enter the hours and the subject for each day the student attended.

Bins and Sign-In SheetsBins are used to make collections of students to work withA bin often corresponds to a specific site or classStudents must be in bins in order to print sign-in sheets from SuperSTARS

Bins and Sign-In SheetsExisting bins are shown at the top. You can assign a bin-level user to bins with the edit linkAdd bins in the middle of the page. You may assign a bin-level user at this time. All bins are accessible to Provider SUs so bin-level users assignments are not required.Students must be in bins in order to print sign-in sheets from SuperSTARS

Bins and Sign-In SheetsStudents are assigned to bins at the bottom of the page.Enter all or part of the students last name and click Filter to return a list of matching students. Leave the name filed blank to return all students.Assign a student to a bin by clicking Edit on the students row. Select the bin to assign them to and click the Update link.

Bins and Sign-In SheetsAccess sign-in sheets from the button on the home pageSpecify the bin that you want to print sheets forSpecify the sign-in sheet format by pressing the appropriate button at the bottom

Bins and Sign-In SheetsThere are currently three types of sign-in sheets:Weekly sign-in sheets for per-student forms for a week beginning in the date that you specifyDaily sign-in sheets that print all students in the bin for the day specifiedMonthly sign-in sheetsThe format that you should use will be specified by the state.

The Monthly Attendance Status ReportThe Monthly Attendance Status Report gives you a quick overview of attendance data statusClick the Attendance button on the home page

Click the Monthly Attendance Status Report Button

The Monthly Attendance Status ReportSpecify the district, provider, program year, month and year as needed

Then click the Return Results button

The Monthly Attendance Status Report

black digits attendance is unlockedclear background attendance has not been verified or exceptedstudent ILP statusAttendance 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 ReportIn October two of T-Provider 1s students exhausted their PPA. Note the revisions to the charges.

Automatic PPA AdjustmentsThe SuperSTARS Official Billing Report is the only approved billing document.

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 ReportDistrict-Provider Cooperative FunctionRECOMMENDED Invoice Reconciliation ProcessProvider 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

District-Provider Cooperative FunctionRECOMMENDED Invoice Reconciliation ProcessDistrict 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

District and ProvidersILPs and Billing ReportsIf a student does not have an ILP approved by the district, that students hours will not show on the official billing report.