Summary

These are instructions for adding the annual Early Childhood Special Education (ECSE) Student Records from Willamette ESD to Synergy SE.


Intended Audience

  • Student Services Administrative Secretary Staff

Steps

  1. Willamette ESD (WESD) to arrange sending files via secure portal to the designated Administrative Secretary in the Student Services Department.
  2. Administrative Secretary to access the secure portal via email and download student files to a desktop folder for WESD ECSE student records. 
  3. Before uploading files to Synergy SE, filter out documents that do not belong in a student record, if found: 
    • Birth certificates 
    • Wages, bills, copies of driver’s licenses 
    • Language Use Survey from WESD can be uploaded to the Documents tab in Synergy SIS. (It should not be uploaded to SE).

  4. Administrative Secretary to upload student files into the Historical Documents tab within Synergy SE for students who have registered to attend Salem-Keizer Public Schools and have a Synergy profile/student ID number with SKPS.

  5. To upload records to Synergy SE, find the student, go to the Historical Documents tab, and attach documents to the Attached Documents grid. See link for more information. Attaching a document to a process in Synergy SE. You can drag up to three documents to the grid at a time. 

  6. For students not in SE but enrolled or withdrawn in SIS, Add the student to SE in the Annual Process, upload the records, and notify Lisa Stovin at Student Services to exit the student out of SE if needed or assign to the appropriate case manager.

  7. Records that do not correspond to a student in our district (i.e., does not have a student ID number with our district/has never enrolled) are not under the jurisdiction of our district and must be sent back to WESD for official record keeping (or let them know to keep their digital copies that were sent to us).

  8. Quality check that all documentation has been uploaded appropriately.

  9. Delete downloaded records from the desktop folder and empty the Recycle Bin.

Additional Help

If assistance is still needed after completing the above steps, please let TIS know by submitting a ticket.