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CFN 107 Welcomes you Back to School

2. SESIS. Review of Procedures

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CFN 107 Welcomes you Back to School

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    1. 1 CFN 107 Welcomes you Back to School

    2. 2 SESIS Review of Procedures & Enhancements

    3. 3 AM Agenda Activity Accessing SESIS Attendance Page Faxing Documents into SESIS Finalizing Documents in SESIS SESIS Updates & Refinements Encounter Attendance Chapter 408

    4. 4 Annual Review Process INSERT ACTIVITY ON THIS SLIDE 5 minutes working in groups 5 minutes working in groups

    5. 5 Lessons from SESIS Year One SESIS is unforgiving! Faxing documents Accountability If a document is in draft...does it really exist? HELP!

    6. 6 SESIS is Unforgiving! Work Flows must be adhered to SESIS to CAP migration Workflow placemats Workflow placemats

    7. 7 Faxing Documents Attendance Page Signed Final Notice of Recommendation -after 10 days if unsigned Vocational Assessments- each one individually Other Documents at a minimum, for any meeting, you should have these items to fax inat a minimum, for any meeting, you should have these items to fax in

    8. 8 Accountability Anyone can see anything! Be professional in the way that you label documents IEPs need to be completed IEPs need to be qualitatively written N/A is N/A

    9. 9 If a document is in draft...does it really exist? meaning: if the compliance date passes and it is in draft or review, you are out of compliance.meaning: if the compliance date passes and it is in draft or review, you are out of compliance.

    10. 10 HELP!

    11. 11 Accessing SESIS https://sesis.nycenet.edu/userlogin.aspx CFN 107 website: www.cfn107.org Your User ID is your Outlook ID Your Password is your Outlook password No access? Call us! No access- we'll talk about how to get help for different issues later in the presentationNo access- we'll talk about how to get help for different issues later in the presentation

    12. 12 GenEd Guide to SESIS Follow instructions to go into SESIS.Follow instructions to go into SESIS.

    13. 13 Attendance Page Mandated Roles There is no I in TEAM! IEP Conference Member handout- purple page No I in Team- meaning one person does not a meeting make!IEP Conference Member handout- purple page No I in Team- meaning one person does not a meeting make!

    14. 14 Faxing Documents into SESIS: The Coversheet Use correct coversheet: Document-specific (e.g. Attendance Page fax coversheet) Generic (i.e. not specific to a particular document) Fax coversheets are single use documents No additional coversheets (e.g. School specific fax coversheet Don’t use a fax machine that produces its own coversheets

    15. 15 Faxing Documents into SESIS: Other Issues Check the toner Resolution on fax machine should be between 200 and 400 dpi Don’t fax documents with streaks, smudges, speckles, or smears Confirm that the fax machine is working & the documents were fed correctly Fax to the correct SESIS number pre-printed on the coversheet Fax again with a new coversheet

    16. 16 Did my fax make it in? If your fax worked, the document will appear in SESIS within 10 minutes.

    17. 17 Finalizing Documents Sequence Timely Faxed Documents Review is not Final Sequence: In the proper order Timely: It doesn’t matter when it was created; it matter when it is finalized Faxed docs also need finalizing Marking as Review is the same as draft. If someone in your school reviews before finalized, be sure that this process is being done in a timely manner so that the IEP is finalized before the compliance date.Sequence: In the proper order Timely: It doesn’t matter when it was created; it matter when it is finalized Faxed docs also need finalizing Marking as Review is the same as draft. If someone in your school reviews before finalized, be sure that this process is being done in a timely manner so that the IEP is finalized before the compliance date.

    18. 18 SESIS Refinements & Updates

    19. 19 Homepage Provides easier readability, faster access to student data, and additional functionality. Service Capture link enables recording Encounter Attendance from any page Students worked with recently on Quick Access section Reports positioned to minimize scrolling My Student Caseload provides easy access to students you service

    20. 20 July 1st Refinements Cover Page Present Levels of Performance Student Needs Related to Special Factors Measurable Annual Goals Recommended Special Education Programs and Services Twelve Month Service and/or Program Testing Accommodations Participation in State and District Wide Assessments Special Transportation/Placement Recommendation Summary Page

    21. 21 Cover Page

    22. 22 The dropdown menus for Instructional/Functional levels for Math & Reading moved to the Summary Page. PLOP

    23. 23 Student Needs Relating to Special Factors Some questions that used to appear based on the choices you make that only appeared in edit mode, are now always visible.

    24. 24 Measurable Annual Goals The following questions, which used to appear on the Measurable Annual Goals page, now appear when reporting progress on a goal.

    25. 25 Recommended Special Ed Programs & Services

    26. 26 Recommended Special Ed Programs & Services There are now fewer selections for Special Education Programs/Services. Any selections you made on IEPs left in draft on June 30 were mapped to the new options.

    27. 27 Recommended Special Ed Programs & Services A required dropdown menu will appear when you select: SETSS ICT Special Class

    28. 28 You will not be able to recommend SETSS if you are recommending placement in a Specialized School. If you select Indirect Service for SETSS, the location will default to Separate Location. Recommended Special Ed Programs & Services

    29. 29 Recommended Special Ed Programs & Services Special Class has a new ratio

    30. 30 Recommended Special Ed Programs & Services Special Class also has a new column for Other Considerations, with the following options:

    31. 31 Recommended Special Ed Programs & Services The options for Related Services will be increased. Any selections you made on IEPs left in draft June 30 were mapped to the new options.

    32. 32 Recommended Special Ed Programs & Services The options for Supplementary Services were increased. Any selections made on IEPs left in draft June 30 were mapped to the new options.

    33. 33 12-Month Service and/or Program The lookup link that used to be used to indicate where the student will receive services during the summer was replaced by a dropdown menu:

    34. 34 Testing Accommodations There is a new checkbox for None to indicate students who do not need testing accommodations.

    35. 35 Participation in State & District-wide Assessments The last thee questions on the cover page moved to State & District-wide Assessment (in edit mode only):

    36. 36 Special Transportation/Placement Recommendation Selections in Transportation Specific Accommodations used to appear only in view mode, but now appear in edit mode.

    37. 37 Special Transportation/Placement Recommendation There are fewer options for transportation accommodations. Any selections you made on IEPs left in draft June 30 were mapped to the new options.

    38. 38 Special Transportation/Placement Recommendation Adult Supervision- Paraprofessional can only be selected if you choose one of the following in Recommended Special Education Programs & Services: Paraprofessional Crisis Management Health Orientation & Mobility

    39. 39 Special Transportation/Placement Recommendation The options for placement recommendations were increased. Any selections you made on IEPs left in draft June 30 were mapped to the new options.

    40. 40 Summary Page Promotion Criteria is now entered on the Summary Page and now allows for selecting different subjects for each school year.

    41. 41 BREAK Be back in 10 minutes, please!

    42. 42 Encounter Attendance The next frontier in Special Ed Attendance

    43. 43 Encounter Attendance Encounter Attendance on SESIS replaces the Source Corp. books. All service providers, other than paras, will be using SESIS to document attendance. (e.g. SETSS, ESL, Counseling, Speech, OT, PT, etc.) Services can be input in past, current, & future months Services can be input for one student for one or multiple days, and multiple students on one or multiple days

    44. The Service Capture Calendar Lists all students to whom you will provide services (your student “caseload”) Displays the current month’s calendar & shades non-services dates in grey Utilizes color coding to indicate the status of the service record, once input Offers multiple viewing & printing options Provides Encounter Attendance Reports

    45. 45 Recording a Past Service for One Student: Step by Step The Service Capture calendar is accessed by clicking on the Service Capture link on the Home Page.

    46. 46 Recording a Past Service for One Student: Step by Step Once in the Service Capture calendar, click on a student in your Caseload. The student name will highlight in green. Click on the Record Past Service link.

    47. 47 Recording a Past Service for One Student: Step by Step Click on the date you want to record the past service. The date will highlight in green. Click on the OK button to display the service record input form.

    48. 48 Recording a Past Service for One Student: Step by Step The Encounter Attendance service record form displays to input, save, & print the service provided to the student. Use the calendar icon, dropdown menus, & text boxes to capture all aspects of the service provided.

    49. 49 Recording a Past Service for One Student: (Example) This is an example of completing a speech-language therapy session record.

    50. 50 Recording a Past Service for One Student: Step by Step To complete recording the service, you must indicate progress, add session notes, & “certify” the service. ESL teachers, SETSS teachers, & eventually paras do not need to provide session notes. Click on the Save button when finished.

    51. 51 Recording a Past Service for One Student: Step by Step The completed record will appear highlighted in purple on the Service Capture calendar. Once a past service has been certified, it cannot be edited. To make a change, the service record must be deleted & recreated.

    52. 52 Recording a Group Session Click on the first student to attend the session & then select the remaining members by holding the Ctrl (PC) or Command (Mac) key and click on each student member. Complete this screen with the information common to the selected dates & students (e.g. start time, end time, service type) & click Continue.

    53. 53 Recording a Group Session: The Individual Record To record participation of each member of the group, SESIS provides individual service records to be completed for each group member. Use the dropdown menu, as pictured below, to select a date for an individual student & make any necessary updates. Note: Progress Indicators & Session Notes cannot be filled out on the previous page.

    54. 54 Encounter Attendance Reports Two Encounter Attendance Reports can be viewed or printed: Service Completed for Student My Completed Services

    55. 55 Reports: Service Completed for Student This report indicates all certified services for a student in a monthly calendar format, as seen below. The report totals the number of minutes of service provided a student. Use the dropdown menu t elect the desired student. Use the Select dropdown to filter services for only one type of service. Use the Provided by You Only checkbox to view your completed service.

    56. 56 Reports: Service Completed for Student Use the Services Listing link to view records in columns, as seen below. This view allows you to see all of your session notes, progress indicators, & service descriptions over time for a selected student. The Set Date Range link allows you to restrict the report to a specific period.

    57. 57 Report: Your Completed Services The Your Completed Services report shows all services you have certified. It also can be viewed as a listing of all services & sorted by student or service.

    58. 58 Scheduling Future Services SESIS allows scheduling of future services up to two months in advance. As with past services you can schedule future services for one student on one or multiple days, or multiple students on one or more days. Providers cannot view scheduled future services input for a student by other providers. The process of scheduling multiple future sessions for either a single student or a group of students involves three steps: Select the dates on which the sessions will occur Complete information that will be common to all sessions Review & save the service record for each individual session (in case the details for one session may differ from the rest)

    59. 59 Scheduling Future Services Your scheduled future service will appear (highlighted in a peach color) on the service calendar. When the service has been delivered & the service record should be certified, double click on the service record in the calendar & click the Edit link. Enter progress, session notes, & certify the record. The completed record will be highlighted in purple on the the calendar.

    60. 60 Additional Resources on the SESIS Website Encounter Attendance Job Aids Recording a Service Scheduling Future Services Encounter Attendance Computer Based Training Caseload & Encounter Attendance step-by-step training guide If you are at a DOE location: http://intranet.nycboe.net/SESIS If you are not at a DOE location: https://portal.nycenet.edu/SESIS

    61. 61 Chapter 408

    62. 62 Chapter 408 & SESIS For IEPs done in SESIS (only finalized IEPs): Teachers and related service providers must have access to SESIS and a list of their students with IEPs. Use Gen Ed Guide to SESIS & the New IEP to help teachers get familiar with SESIS. (Paras must be given hard copies of IEPs because they do not yet have access to SESIS). For IEPs not done in SESIS: Teachers & related service providers must be given hard copies of the students’ IEPs. Be a resource and help Gen Ed teachers get comfortable with SESIS and reading the new IEP. Be sure that teachers sign that they have read their students’ IEPs.

    63. 63 LUNCH

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