1. Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 1 SESIS BROWN BAG SESSIONS Doing work Sequentially in SESIS

2. 2 Today’s Agenda  Overview: Doing Your Work Sequentially  Initial Referral -Request for Referral from a Professional Staff Member -Principal Referral -Parent Referral  Annual Review  Reevaluation  Additional Reevaluation  3 Year Mandated Reevaluation -Reevaluation -Waiver Process  Important Reminders New York City Department of Education | Special Education Student Information System Project

3. 3 Overview: Doing Your Work Sequentially  Unlike CAP which is a reporting system, SESIS is a special education case management “data system”. As such, transactions must be completed in a certain sequence.  SESIS has a “work flow” sequence for each process (referral, assessment, IEP) which guides the user through the special education process.  It is IMPERATIVE that staff adhere to work flow sequence for each process. New York City Department of Education | Special Education Student Information System Project

4. 4 Work Flow Sequence for an Initial Referral - Staff Member 1.Begin by creating a Request for Initial Referral in SESIS, and continue in SESIS with the following steps: 2.Submit to the Principal for review 3.Principal approves the request 4.Create and finalize the Notice of Referral: Initial and mail to the parent 5.Create and finalize the Notice of Social History and mail to the parent 6.Create the Social History Package, print the Consent for Initial Evaluation, hold the meeting and obtain signed consent 7.Fax the signed consent into SESIS 8.Finalize the Social History Package 9.Create the Assessment Planning document and identify the assessments needed 10.Complete and finalize assessments and finalize the Assessment Planning document 11.Create, finalize the Notice of IEP meeting and mail to the parent 12.Create the draft IEP 13.Hold the IEP meeting and have participants sign the attendance page 14.Fax the signed attendance page into SESIS and finalize the IEP. New York City Department of Education | Special Education Student Information System Project

5. 5 Work Flow Sequence for an Initial Referral – Principal 1.Begin by creating a Request for Initial Referral in SESIS, and continue in SESIS with the following steps: 2.Create and finalize the Notice of Referral: Initial and mail to the parent 3.Proceed with the Notice of Social History (step 5 from the previous slide) New York City Department of Education | Special Education Student Information System Project

6. 6 Work Flow Sequence for an Initial Referral – Parent 1.A parent referral is received 2.Create and Initial Referral in SESIS 3.Create a fax coversheet and fax the parent referral into SESIS 4.Finalize the Initial Referral 5.Proceed with the Notice of Social History (step 5 from the previous slide) New York City Department of Education | Special Education Student Information System Project

7. 7 Work Flow Sequence for an Annual Review 1.Use the “Status of Annual Reviews” report to identify students that have an upcoming review 2.Create and finalize the Notice of IEP meeting and mail to the parent 3. Create the draft IEP 4. Hold the IEP meeting and have participants sign the attendance page 5. Fax the signed attendance page into SESIS and finalize the IEP. New York City Department of Education | Special Education Student Information System Project

8. 8 Work Flow Sequence for a Reevaluation 1.Begin by creating and finalizing the Request for Reevaluation in SESIS and mail to the parent 2.Create the Assessment Planning document 3.If new assessments are needed, mail the Consent for Additional Assessments to the parent 4.If no assessments are needed mail the Notice of No Testing to the parent and finalize the Assessment Planning document 5.If signed parental consent is received, fax it into SESIS. 6.If parental consent is NOT received, make two outreach attempts and log them into SESIS. Make sure they are linked to the Assessment Planning document. 7.Complete and finalize assessments and finalize the Assessment Planning document 8.Create, finalize the Notice of IEP meeting and mail to the parent 9.Create the draft IEP 10.Hold the IEP meeting and have participants sign the attendance page 11.Fax the signed attendance page into SESIS and finalize the IEP New York City Department of Education | Special Education Student Information System Project

9. 9 Work Flow Sequence for an Additional Reevaluation 1.Begin by creating the Request for Reevaluation in SESIS and change the status to “Review” 2.The Principal will review the request and either approve of disapprove 3.Finalize the Request for Reevaluation 4.Create the Additional Request for Reevaluation letter for the parent (note: body of letter is determined by the approval or disapproval from the Principal) 5.If the request is disapproved, finalize the letter and the process ends. 6.If the request is approved and the parent agrees, fax the signed consent letter into SESIS. 7.Finalize the Additional Request for Reevaluation 8.Proceed with creating the Assessment Planning document (step 2 of the previous slide). New York City Department of Education | Special Education Student Information System Project

10. 10 Work Flow Sequence for a Mandated 3 Year Reevaluation 1.Use the “Status of Mandated 3 Year Reevaluation” report to identify students that have an upcoming reevaluation 2.Create and finalize the Notice of Mandated 3 Year Reevaluation and mail to the parent 3.Create the Assessment Planning document 4.If new assessments are needed, mail the Consent for Additional Assessments to the parent 5.If no assessments are needed mail the Notice of No Testing to the parent and finalize the Assessment Planning document 6.If signed parental consent is received, fax it into SESIS. 7.If parental consent is NOT received, make two outreach attempts and log them into SESIS. Make sure they are linked to the Assessment Planning document. 8.Complete and finalize assessments and finalize the Assessment Planning document 9.Create, finalize the Notice of IEP meeting and mail to the parent 10.Create the draft IEP 11.Hold the IEP meeting and have participants sign the attendance page 12.Fax the signed attendance page into SESIS and finalize the IEP New York City Department of Education | Special Education Student Information System Project

11. 11 Work Flow Sequence for a Mandated 3 Year Reevaluation – Waiver Process  Create the Mandated 3 Year Reevaluation document and select the Request for Waiver of Mandated 3 Year Reevaluation  Print and mail to the parent  Once the signed waiver is received at the school, fax it into SESIS  Finalize the document  SESIS will update the date for the next mandated 3 year reevaluation in the student’s profile New York City Department of Education | Special Education Student Information System Project

12. 12 Important Reminders  Remember where you left off in CAP and do not create work in both systems. For example: -If a referral exists in CAP, finish it in CAP and start in SESIS when the IEP meeting is ready to be scheduled by creating the Notice of IEP document  Always finalize documents before moving on to the next one. For example: -Finalize referral documents before moving to the next document (Notice of Social History, Social History Package, Assessment Planning, Evaluations etc …) New York City Department of Education | Special Education Student Information System Project

13. 13 New York City Department of Education | Special Education Student Information System Project How Do I Get The Latest Information On SESIS? 13  Announcements on the SESIS Homepage  SESIS Webcasts  SESIS Website If you are located at a DOE location, use http://intranet.nycboe.net/sesis http://intranet.nycboe.net/sesis If you are not located at a DOE location, please use https://portal.nycenet.edu/sesis https://portal.nycenet.edu/sesis

14. Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 14 Questions from the Audience