SESIS Pre-Deployment Broadcast for Principals January, 2011

1. SESIS Pre-Deployment Broadcast for PrincipalsJanuary, 2011 New York City Department of Education | Special Education Student Information System Project

2. Agenda • Presenter Introductions • Objectives of SESIS • What is SESIS? • SESIS Deployment / Training Schedule • School Readiness • SESIS Training • Reviewing and updating CAP data • Reviewing and confirming roles in Galaxy • SESIS Support • SESIS Website • Next Steps • Q&A New York City Department of Education | Special Education Student Information System Project

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. 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 Objectives of SESIS New York City Department of Education | Special Education Student Information System Project

5. Comprehensive Database and Document Management System 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 What is SESIS? Reporting/Communications Reporting/Communications Instructional Strategies, Support for Reimbursement & Medicaid, Due Process/Discipline Related Services/ Placement Support Referral Evaluation IEP New York City Department of Education | Special Education Student Information System Project

6. SESIS Deployment / Training Schedule Charter, D79 and D75 will be deployed in Spring 2011 New York City Department of Education | Special Education Student Information System Project

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. 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 necessary for staff to attend both Day 1 and Day 2 training as they represent a single, integrated training program. New York City Department of Education | Special Education Student Information System Project

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. Additional SESIS Training Resources New York City Department of Education | Special Education Student Information System Project

11. Reviewing and Updating CAP prior to Go Live • Review your CAP data • SESIS will be populated by CAP data immediately prior to your school’s SESIS Go-Live date so CAP must include all existing work associated with an open Referral, Evaluation or IEP • If any referral, evaluation or IEP work has been completed but has not been entered into CAP, it must be entered into CAP • Staff members should compare the latest hardcopy IEP to the data in CAP. If the hardcopy IEP contains data not reflected in CAP, staff members should update CAP • To determine the accuracy of your data in CAP, review the following reports available from ATS: • R326 List of Annual Reviews • R214 List of Triennials • RACP Discrepancy Report

12. What to Expect on Your Go-Live Date • Immediately prior to the go-live date at a school, CAP data is migrated to SESIS for any student who has a special education record. • From that point forward, CAP records become “view-only” or “frozen” for the referral, evaluation and IEP processes (with some exceptions which we will explain). • The bottom line is that, in most cases, you will begin working in SESIS on the go-live date for your school.

13. The Transition Process for Students “Open” in CAP • The process is different for students who are “Open” in CAP. These students have incomplete evaluations which must be finished in CAP. • To find out if a student is “Open” in CAP, check the most recent R201 Report (Incomplete Evaluation report). This report is available weekly.  • For the students listed on this report, enter all data in CAP until the IEP Conference is ready to be scheduled in SESIS (Notice of IEP Meeting).

14. Reviewing and confirming roles in Galaxy • Check role assignments in Galaxy • For most school staff, access to SESIS functionality and student data is provided automatically based on their role – no further action is required • If you have not already done so, please assign your Special Education Liaison to the same role in Galaxy • Prior to deployment: • Confirm that all staff members have the correct role assigned • Add missing role assignments as needed • Confirm that Itinerant staff, such as school psychologists and related service providers, are assigned to your school location

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

16. SESIS Website • What’s New with SESIS? • Training and Deployment Schedule • Laptop Deployment Schedule • Getting Started in SESIS • Readiness Checklists – School / User • Webcasts – Principal’s Readiness, SESIS Overview • SESIS Login Link • Link to Brown Bag Registration Page • SESIS Training Materials • Role-based Webcasts and Guides • Computer-based Training Modules • FAQ’s • Transition Guide • Guide to SESIS Support If you are located at a DOE location, please use: http://intranet.nycboe.net/sesis If you are not located at a DOE location, please use: https://portal.nycenet.edu/sesis New York City Department of Education | Special Education Student Information System Project

17. SESIS Support • SESIS Communications • Supporting: All users • Supported by: SESIS Project Team • Responsible for: • SESIS Training / Deployment Questions • Contact: SESISCommunications@schools.nyc.gov SESIS Help Desk • 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

18. Next Steps • Review and update CAP • Review ATS reports to determine what cases need to be updated in CAP • Update information where necessary • Enter all “open” cases prior to 5pm the day before “go live” • Ensure that roles are accurate in GALAXY • A review of all staff roles should be conducted to ensure everyone is in the proper role. • Assign your Special Education Liaison to the same role in Galaxy • Be sure to include a review of itinerant staff that may not be on your ToO (Table of Organization) • Communicate with Staff • Be sure that all staff are aware SESIS is coming and what that means • Direct staff members to the website to review pertinent information • Develop a plan for staff to set aside time for reviewing training • Visit the website to review important project information • Principal’s Readiness Webcast / SESIS Overview Webcast • Readiness Checklists • SESIS Transition Plan New York City Department of Education | Special Education Student Information System Project

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