Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 1 SESIS BROWN BAG SESSIONS Request for Assistance for School-based Team

2 Today’s Agenda  Defining the Request for Assistance Process in SESIS  Selecting Request for Assistance in SESIS  Reviewing the Current Paper Process  Finalizing Assessments in SESIS – Redeployment & Per Session  Finalizing Assessments in SESIS – Contracting Out & Independent Providers  Finalizing Assessments in SESIS – OT / PT  Temporary Solution vs. Permanent Solution  System Demonstration  Audience Question and Answer Session New York City Department of Education | Special Education Student Information System Project

3 Defining the Request for Assistance Process in SESIS Request for Assistance: The Assessment Planning (AP) screen in SESIS is utilized to identify which assessments a student needs. Request for Assistance should be selected from the dropdown menu on the AP screen if the school believes the following assistance may be needed for an assessment: -Per Session -Redeployment -Contracting Out -Assessment Authorization -PT / OT Requests The process will be organized around the school seeking the assistance of the Supervisors of Psychologists or the Network Administrator of Special Education (ASE). New York City Department of Education | Special Education Student Information System Project

4 Selecting Request for Assistance in SESIS 1)If schools need assistance for a specific assessment for a student, they select “Request for Assistance” from the Assessment Planning screen. 1)This will populate the student and the assessment type on the SESIS Request for Assistance Report (accessible by the School, Supervisors of Psychologists, CFN staff, ORC’s etc …). New York City Department of Education | Special Education Student Information System Project

5 Selecting Request for Assistance in SESIS 1.Supervisors approve or decline the request and the School monitors approval via the Request for Assistance Report. If the request has been declined, the “Action Taken” column on the report will indicate “Returned to School” 2.Supervisors will manage Per Session and Redeployment requests. 1) ASE’s will manage Contracting Out and Assessment Authorization. 2)Schools will coordinate directly with ORCS for OT and PT. If the Supervisor of Psychologists denies the request for assistance, the Request for Assistance report will indicate “ Returned to School” in the “Action Taken” column. New York City Department of Education | Special Education Student Information System Project

6 Reviewing the Current Paper Process New York City Department of Education | Special Education Student Information System Project  Per Session - Schools and Supervisors of Psychologists should coordinate the appropriate sharing of documentation. The Supervisor of Psychologists will assign Per Session.  Redeployment - Schools and Supervisors of Psychologists should coordinate the appropriate sharing of documentation. The Supervisor of Psychologists will redeploy personnel.  Contracting Out – Network Administrators of Special Education (ASE) and schools will coordinate the appropriate sharing of documentation. The ASE submits a request in CAP, sends the AA-2 to ORCS for a contract provider or approves and processes an independent provider.  OT/PT - Requests for OT and PT evaluations are handled by ORCS through the directors of these respective services who will deploy DOE providers. Similarly, requests for assistive tech and adaptive physical education evaluations need to be handled as in the past until the permanent solution in SESIS is implemented.

7 Finalizing Assessments in SESIS – Redeployment & Per Session  Assessment reports conducted by DOE Redeployed and Per Session providers will be provided directly back to the school, at which point the following steps should be taken in SESIS: 1.Select the appropriate assessment template in SESIS 2.Complete the required date fields 3.Print the appropriate fax coversheet from the Print link in the assessment template 4.Fax the assessment report into SESIS 5.Finalize the report (template) in SESIS 6.The student will no longer appear on the Request for Assistance report 7.Continue with creating / finalizing the Notice of IEP and IEP * Note that the Assessment Planning document will remain in draft even after the IEP has been finalized. New York City Department of Education | Special Education Student Information System Project

8 Finalizing Assessments in SESIS – Contracted & Independent Providers  Assessment reports conducted by contracted agencies and independent providers will be provided directly back to the CFN.  The CFN will return the report back to the school, at which point the school based team will follow these steps in SESIS : 1.Select the appropriate assessment template in SESIS 2.Complete the required date fields 3.Print the appropriate fax coversheet from the Print link in the assessment template 4.Fax the assessment report into SESIS 5.Finalize the report (template) in SESIS 6.The student will no longer appear on the Request for Assistance report 7.Continue with creating / finalizing the Notice of IEP and IEP * Note that the Assessment Planning document will remain in draft even after the IEP has been finalized. New York City Department of Education | Special Education Student Information System Project

9 Finalizing Assessments in SESIS – OT / PT  For OT and PT, after selecting Request for Assistance: -Schools contact ORCS ( , phone) to request services and confirm according to current practices -ORCS deploy DOE providers -Assistive Technology / Adaptive Physical Education should also be handled using current processes -Assessment Reports will be returned to the school, at which point the school based team will follow these steps in SESIS: 1.Select the appropriate assessment template in SESIS 2.Complete the required date fields 3.Print the appropriate fax coversheet from the Print link in the assessment template 4.Fax the assessment report into SESIS 5.Finalize the report (template) in SESIS 6.The student will no longer appear on the Request for Assistance report 7.Continue with creating / finalizing the Notice of IEP and IEP * Note that the Assessment Planning document will remain in draft even after the IEP has been finalized. New York City Department of Education | Special Education Student Information System Project

10 Temporary Solution vs. Permanent Solution  Temporary Solution: Combines the SESIS application with current processes for Per Session, Redeployment, Contracting Out and Assessment Authorization  Permanent Solution: Functionality and access to SESIS will be expanded in a future release, allowing for all staff associated with these processes to access the assessment templates in the application, eliminating the need for paper copies. New York City Department of Education | Special Education Student Information System Project

11 New York City Department of Education | Special Education Student Information System Project Request for Assistance - Frequently Asked Questions Q : Can I add Contracted Providers to Galaxy so they have access in SESIS. A: No. While they can be added to a TO, logging into SESIS requires an Outlook username and password which contracted agencies do not currently have Q: How do we access the fax coversheet that is necessary to fax the paper assessment in? A: Click on the Print link from the assessment template and then select FAX COVERSHEET. Do NOT use the generic fax coversheet. Q: Why can’t I finalize the Assessment Planning document? A: The temporary solution will not allow for finalizing the Assessment Planning document. However, that does not preclude staff members from finalizing the Notice of IEP and the IEP. Q: How will the school staff know if the request for assistance was denied by the Supervisor of Psychologists? A: If the request has been denied then the Request for Assistance report will indicate “Returned to School” in the Action taken column of the report.

12 New York City Department of Education | Special Education Student Information System Project How Do I Get The Latest Information On SESIS? 12  Announcements on the SESIS Homepage  SESIS Webcasts  SESIS Website If you are located at a DOE location, use If you are not located at a DOE location, please use

Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 13 Questions from the Audience