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Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 1 Welcome.

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Presentation on theme: "Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 1 Welcome."— Presentation transcript:

1 Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 1 Welcome to SESIS CASE CLOSING, DISCHARGE AND DECLASSIFICATION IN SESIS

2 2 Learning Objectives New York City Department of Education | Special Education Student Information System Project By the conclusion of today’s session you should feel comfortable:  Accessing training and reference materials on the SESIS web portal and in the SESIS tool  Closing a case in SESIS  Discharging a student in SESIS  Declassifying a student in SESIS

3 3 Website Supports for Case Closing, Discharge and Declassification New York City Department of Education | Special Education Student Information System Project Training and reference information is available from within the SESIS tool and on the SESIS portal. Log in to either using your Outlook ID and password.

4 44 New York City Department of Education | Special Education Student Information System Project 4  Periodic updates on SESIS functionality and processes are regularly reported in the following: -SESIS Weekly Bulletin -Principal’s Weekly -School Support Weekly - SESIS Help Topics (i.e. Help Desk database)  Access to the SESIS portal - If your computer is on the DOE network: - If you are not on the DOE network: https://portal.nycenet.edu/SESIShttps://portal.nycenet.edu/SESIS - For non-DOE staff: ESIS_NonDOE.htm ESIS_NonDOE.htm Website Supports for Case Closing, Discharge and Declassification

5 5 Create the Case Closing document in SESIS Select the reason for the case closing (and reason for delay, if prompted) Create the documentation or outreach that supports closing the case in SESIS, as required Fax in supporting documents with signature where appropriate Finalize the Case Closing document. New York City Department of Education | Special Education Student Information System Project Case Closing Process Overview

6 6 1.Create the Case Closing document from the Create New Document: dropdown. 2.Select a reason the case is to be closed from the Case Closing Reasons: dropdown menu. The dropdown menu choices are automatically populated based on the student’s process stage (e.g. Initial, Annual Review, etc …) New York City Department of Education | Special Education Student Information System Project Case Closing Process: Case Closing Document

7 7 Case Closing Process: Supplemental Documentation  When the Case Closing document is saved SESIS will prompt you to complete the additional documentation that corresponds to the case closing reason that is selected, if required.  Once the necessary documentation has been completed (including faxing in signed documents, if required) the Case Closing document can be finalized. New York City Department of Education | Special Education Student Information System Project

8 8 Reasons/Associated Documentation for Closing: Initial Case Closing ReasonCase Closing Documentation The parent of a student repeatedly fails or refuses to produce the student for an evaluation. The Final Notice of Withdrawal from the Evaluation Process: Initial Referral PLUS two outreach attempts in the student’s Event Log The parent refuses to consent for evaluation. The Final Notice of Withdrawal from the Evaluation Process: Initial Referral The parent does not respond or does not show up to the social history meeting. The Final Notice of Withdrawal from the Evaluation Process: Initial Referral PLUS two outreach attempts in the student’s Event Log The principal and parent agree to withdraw the referral. Parent/ Principal Agreement to Withdraw The referral is withdrawn from the referring party. N/A Parent withdraws consent for evaluation.The Parent Withdrawal of Consent and Final Notice of Termination Parent Revocation of ConsentThe Parent Withdrawal of Consent and Final Notice of Termination New York City Department of Education | Special Education Student Information System Project

9 9 Reasons/Associated Documentation for Closing: Reevaluation Case Closing ReasonCase Closing Documentation The parent of a student repeatedly fails or refuses to produce the student for an evaluation. Document two outreach attempts in the student’s Event Log The parent refuses to consent for evaluation. Document two outreach attempts in the student’s Event Log The referral is withdrawn from the referring party. N/A Parent Revocation of ConsentThe Parent Withdrawal of Consent and Final Notice of Termination Parent of a student with an IESP/SP does not respond or consent to reevaluation Create fax coversheet for “Parent refused to consent for evaluation” and fax in documentation supplied by the parent New York City Department of Education | Special Education Student Information System Project

10 10 Reasons/Associated Documentation for Closing: Mandated 3YR Case Closing ReasonCase Closing Documentation Parent Revocation of ConsentThe Parent Withdrawal of Consent and Final Notice of Termination Parent of a student with an IESP/SP does not respond or consent to reevaluation Create fax coversheet for “Parent refused to consent for evaluation” and fax in documentation supplied by the parent New York City Department of Education | Special Education Student Information System Project

11 11 Reasons/Associated Documentation for Closing: Annual Case Closing ReasonCase Closing Documentation Parent Revocation of ConsentThe Parent Withdrawal of Consent and Final Notice of Termination New York City Department of Education | Special Education Student Information System Project

12 12  The Discharge process is initiated in ATS for public school students  The discharge process is initiated in SESIS by CSEs for non-public school students  Once the student has been discharged in ATS, the Declassification/Case Closing/Discharge section of the student’s profile is updated in SESIS. The student will also appear on the Discharge Report –YTD  The student may show as active or inactive depending on the discharge reason New York City Department of Education | Special Education Student Information System Project Discharge Process Overview

13 13 Discharge Process Overview 1.Check the Discharge YTD Report 2.If the student is listed as inactive, no further action is required New York City Department of Education | Special Education Student Information System Project

14 14 Discharge Process Overview 3. If the student is listed as active with one of the following discharge reasons:  Student transferred to an NYC Private school  Student transferred to a NYC Parochial school  Student transferred to an institution (non-DOE)  Parent moved out of NYC 4.The appropriate parental outreach must take place to determine whether the student should remain active in SESIS or be discharged (inactive) 5.Log all parental outreach in the student's event log 6.Create and finalize the discharge document in SESIS ONLY if it is determined that the student should become inactive. New York City Department of Education | Special Education Student Information System Project

15 15  The declassification process is used for students already receiving special education programs and/or services that are outlined in his or her IEP.  If a student is being declassified, a new IEP is not required.  If a student is being declassified and there is an existing draft IEP, the draft IEP should be deleted.  An IEP attendance page is always required. New York City Department of Education | Special Education Student Information System Project Declassification Process Overview

16 16 New York City Department of Education | Special Education Student Information System Project Create the “Declassify Student from Special Education Services” document from SESIS. Indicate whether declassification support services are recommended. Mail the Notice of Recommendation Declassification. The parent has 14 days to respond. After 14 days, finalize the Declassification document. Declassification Process Overview

17 17 New York City Department of Education | Special Education Student Information System Project Declassification Process: Declassification Document 1.Create the Declassification from Special Education Services document from the Create New Document: dropdown. 2.Complete the Declassification from Special Education Services document and mail the Notice of Recommendation Declassification to the parent.

18 18  If the parent provides written disagreement within 14 days of the Notice of Recommendation Declassification: 1.Fax into SESIS the parent’s written disagreement using the fax coversheet created from the template 2.Finalize the Declassification from Special Education Services document 3.Convene a meeting by creating a Notice of IEP Meeting – Notice should correspond to the student’s process stage 4.Fax the attendance page using the fax coversheet created from the template  If the parent agrees with the declassification within 14 days of the Notice of Recommendation Declassification or does not respond: 1.Verify that the declassification can go into effect by viewing the Status of Students - Declassified report 2.Once effective date is verified, finalize the Declassification from Special Education Services document 3.Fax the attendance page using the fax coversheet created from the template New York City Department of Education | Special Education Student Information System Project Declassification Process: Parental Outreach


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