1. 1 Special Education Student Information System Project SESIS Broadcast for Cluster and Network Staff Thursday, December 9, 2010 New York City Department of Education | Special Education Student Information System Project

2. 2 Agenda  Presenter Introductions  Objectives of SESIS  What is SESIS?  SESIS Deployment / Training Schedule  School Readiness  SESIS Training  SESIS Website  SESIS Support  Network Expectations  Next Steps  Q&A New York City Department of Education | Special Education Student Information System Project

3. 3 Presenter Introductions  SESIS Project Team  Division of Students with Disabilities and English Language Learners (DSWDELL)  Division of School Support and Instruction (DSSI) New York City Department of Education | Special Education Student Information System Project

4. 4 To improve the learning and performance of students with disabilities by : Providing the data and information needed for schools to meet the instructional needs of the students Facilitating the design, provision, and management of effective instruction and special education services Enabling educators to spend both more time and more effective time on instructing students Optimizing resources available per student by using staffing and funding resources more efficiently New York City Department of Education | Special Education Student Information System Project Objectives of SESIS

5. 5 Web-based case management/ workflow system that manages special education processes and information/data from student referral and evaluation through IEP development and ongoing delivery and instruction and services Readily available information online, including IEP, enables teachers to adjust instruction effectively Integration of real-time information that facilitates placement processes & related services Embedded guidance that supports improved development of IEPs Robust set of standardized reports plus adhoc reporting by appropriate users On/offline communications to parties supporting the student combined with real-time data to enable more timely provision of services to students and information for compliance purposes Robust electronic document management system to better maintain student records SESIS OVERVIEW ReferralEvaluationIEP Related Services/ Placement Support Instructional Strategies, Support for Reimbursement & Medicaid, Due Process/Discipline Reporting/Communications Comprehensive Database and Document Management System What is SESIS? New York City Department of Education | Special Education Student Information System Project

6. 6 SESIS Deployment / Training Schedule Charter, D79 and D75 will be deployed in Spring 2011 GroupDeployment Date Training TimeframeDetail# of Schools # of Trainees** CFN-----11/15 -11/18All ASE’s-----120 Pilot9/20/1011/29 - 12/1All Pilot Schools838383 112/8/1011/29 – 12/81 Phase I Network (CFN 607)2865 212/13/1011/29 – 12/146 Phase I Networks (CFN 107, 109, 403, 407, 409, 534) 156305 312/17/1012/2 – 12/143 Phase I Networks (CFN 105, 561, 603)*76139 4N/A12/9 – 12/23; 1/20 – 1/24Elementary / Phase I / Pilot PsychologistsN/A637 51/10/111/3 – 1/10Elementary Schools(Cluster 1, 2, 5)279544 61/18/111/10 – 1/14Elementary Schools (Cluster 3, 4)214418 71/24/111/18 – 1/21Elementary Schools (Cluster 6)118245 81/31/111/24 – 1/28Middle Schools (Cluster 5, 6)122288 9N/A1/26 – 1/31Middle School PsychologistsN/A195 102/7/111/31 – 2/4Middle Schools (Cluster 1, 2, 3, 4)149316 11N/A2/3 – 2/7High School PsychologistsN/A131 122/15/112/8 – 2/14High School (Clusters 1, 2, 3, 4, 5, 6)283537 New York City Department of Education | Special Education Student Information System Project

7. 7 School Readiness Select staff for instructor-led training Ensure CAP data is up to date and accurate Confirm staff role assignments in GALAXY Confirm required equipment and network resources Communicate with staff members Review webcast and checklist offerings on the SESIS website New York City Department of Education | Special Education Student Information System Project

8. 8 SESIS Instructor-led Training  Schedule -Day 1: IEP Institute  DSWDELL-led training focused on the IEP -Day 2: SESIS Training  2 SESIS experts  1 IEP expert (same one that led Day 1)  Training Logistics: -25 trainees invited to each session -Same 25 trainees attend Day 1 and Day 2 together -ASE’s are invited along with designated school staff but attendance is voluntary Note: It is important for staff to attend both Day 1 and Day 2 training as they have been integrated into 1 overall training New York City Department of Education | Special Education Student Information System Project

9. 9 SESIS Instructor-led Training  Instructor-led Training Identification Process -Principals were sent an online survey to identify staff for instructor-led training  Special Education Liaison -Supports SESIS end-users by answering colleagues’ basic questions, guiding staff members to the SESIS library of written and electronic training materials, escalating issues through the SESIS help desk and other support networks, -Has knowledge of special education policy and practice  Additional Staff -Principals were offered additional staff based on their current Special Education register  Instructor-led Training Registration Process -Once identified, staff members are contacted directly to register for 2-day training New York City Department of Education | Special Education Student Information System Project

10. 10 Additional SESIS Training Resources Type Description / Vehicle Timeline Role-based Webcasts Scripted, pre-recorded webcasts, one hour or less in length that is role-based and focused on basic navigation in the context of what the user does in the application. Available in December Brown Bag Sessions Live webcasts demonstrating a certain process in the system (i.e. Assessment Planning) followed by a Q&A with users. Available starting in December Computer-based Training Modules Process based simulations that cover navigation basics, system functionality and processes, including referral, evaluation and IEP Available Now Comprehensive Training Guide Step by step instructions and screen shots for every process and navigation function covered in the CBT modules. Available Now Placemats Laminated application tips sheets covering topics such as Faxing, Working with Documents, Basic Navigation, Events, etc. Available for Instructor-led Training and website SESIS Announcements Announcements on the SESIS homepage with targeted messaging such as system updates, helpful hints, new available resources, etc. To be posted on the website after they are announced. Available Now (updated regularly) FAQ's Frequently asked Questions based on questions from training and the Help Desk Available Now New York City Department of Education | Special Education Student Information System Project

11. 11 SESIS Website What’s New with SESIS? Training and Deployment Schedules Readiness Checklists – School / User / Equipment Webcasts – Principal’s Readiness, SESIS Overview Project Introduction SESIS Login Link SESIS Communications Principal’s Weekly Helpful Hints Functionality Updates SESIS Training Materials Computer-based Training Modules FAQ’s Training Guide Transition Guide Guide to SESIS Support Security Guide Help Desk Information Document Management New York City Department of Education | Special Education Student Information System Project If you are located at a DOE location, please use: http://intranet.nycboe.net/sesishttp://intranet.nycboe.net/sesis If you are not located at a DOE location, please use: https://portal.nycenet.edu/sesishttps://portal.nycenet.edu/sesis

12. 12 Support Structure Diagram New York City Department of Education | Special Education Student Information System Project

13. 13 SESIS Support Structure  Implementation Rollout Coordinator -Supports Principals and schools in project management and operations for successful rollout of SESIS -Promotes a plan to support schools in adoption in collaboration with other field- based supports -Assigned to a network prior to the network schools’ deployment onto SESIS  Networks will be notified of assignment in early January  SESIS Support Specialist -Assist schools’ transition to SESIS and the new state mandated form to plan a student’s Individual Education Program -Assigned to a network for a 2-3 week period following the network schools’ deployment onto SESIS -Available to visit schools and work with the Network staff and Special Education Liaison to co-facilitate a hands on SESIS Session New York City Department of Education | Special Education Student Information System Project

14. 14 SESIS Support SESIS Help Desk (P311)  Supporting: All users  Supported by: SESIS Project Team  Responsible for: -SESIS application issues -SESIS security issues -SESIS data issues  Phone: 718-935-2985  Hours of Operation: Monday - Friday, 8am - 6pm DIIT Help Desk  Supporting: All users  Supported by: SESIS Project Team  Responsible for: -Login issues -Equipment issues -Network / Internet connectivity issues  Phone: 718-935-5100  Hours of Operation: Monday - Friday, 6am - 6pm, Saturday 8am - 4pm New York City Department of Education | Special Education Student Information System Project SESIS Communications  Supporting: All users  Supported by: SESIS Project Team  Responsible for: -General SESIS Information -SESIS Training / Deployment Questions  Contact: SESISCommunications@schools.nyc.govSESISCommunications@schools.nyc.gov

15. 15 Network Expectations  Supporting schools with general preparation for deployment to SESIS  Assisting implementation rollout coordinators and SESIS support specialists  Supporting schools with general guidance around special education instruction, the use of SESIS to support development, and servicing of IEPs, compliance and support options  Providing regular school-based feedback to SESIS stakeholders and cluster contacts Identifying and resolving issues that schools may have around developing IEPs and using SESIS, either by own expertise or by facilitating problem solving through other supports and resources New York City Department of Education | Special Education Student Information System Project

16. 16 Next Steps Ensure that your role is accurate in GALAXY ASE’s should be under the “CFN Special Ed Specialist” role If you are not in this role, you will not have the proper access rights to functionality and to the proper schools and students Visit the website to review important project information Principal’s Readiness Webcast Readiness Checklists SESIS Transition Plan Assist schools with coordination of SESIS training and readiness Identification and registration of instructor-led trainees Voluntary attendance for ASE’s at instructor-led training Help publicize additional training resources Publicize Available Support within Networks Website Help Desks Continue to look for SESIS updates in DSSI Weekly New York City Department of Education | Special Education Student Information System Project

17. 17 Q & A New York City Department of Education | Special Education Student Information System Project