SESIS BROWN BAG SESSIONS

1. SESIS BROWN BAG SESSIONS Doing Work Sequentially in SESIS

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

5. Work Flow Sequence for an Initial Referral – Principal • Begin by creating a Request for Initial Referral in SESIS, and continue in SESIS with the following steps: • Create and finalize the Notice of Referral: Initial and mail to the parent • 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. Work Flow Sequence for an Initial Referral – Parent • A parent referral is received • Create and Initial Referral in SESIS • Create a fax coversheet and fax the parent referral into SESIS • Finalize the Initial Referral • 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. Work Flow Sequence for an Annual Review • Use the “Status of Annual Reviews” report to identify students that have an upcoming review • Create and finalize the Notice of IEP meeting and mail to the parent • Create the draft IEP • Hold the IEP meeting and have participants sign the attendance page • Fax the signed attendance page into SESIS and finalize the IEP. New York City Department of Education | Special Education Student Information System Project

8. Work Flow Sequence for a Reevaluation • Begin by creating and finalizing the Request for Reevaluation in SESIS and mail to the parent • Create the Assessment Planning document • If new assessments are needed, mail the Consent for Additional Assessments to the parent • If no assessments are needed mail the Notice of No Testing to the parent and finalize the Assessment Planning document • If signed parental consent is received, fax it into SESIS. • 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. • Complete and finalize assessments and finalize the Assessment Planning document • Create, finalize the Notice of IEP meeting and mail to the parent • Create the draft IEP • Hold the IEP meeting and have participants sign the attendance page • Fax the signed attendance page into SESIS and finalize the IEP New York City Department of Education | Special Education Student Information System Project

9. Work Flow Sequence for an Additional Reevaluation • Begin by creating the Request for Reevaluation in SESIS and change the status to “Review” • The Principal will review the request and either approve of disapprove • Finalize the Request for Reevaluation • Create the Additional Request for Reevaluationletter for the parent (note: body of letter is determined by the approval or disapproval from the Principal) • If the request is disapproved, finalize the letter and the process ends. • If the request is approved and the parent agrees, fax the signed consent letter into SESIS. • Finalize the Additional Request for Reevaluation • 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. Work Flow Sequence for a Mandated 3 Year Reevaluation • Use the “Status of Mandated 3 Year Reevaluation” report to identify students that have an upcoming reevaluation • Create and finalize the Notice of Mandated 3 Year Reevaluationand mail to the parent • Create the Assessment Planning document • If new assessments are needed, mail the Consent for Additional Assessments to the parent • If no assessments are needed mail the Notice of No Testing to the parent and finalize the Assessment Planning document • If signed parental consent is received, fax it into SESIS. • 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. • Complete and finalize assessments and finalize the Assessment Planning document • Create, finalize the Notice of IEP meeting and mail to the parent • Create the draft IEP • Hold the IEP meeting and have participants sign the attendance page • Fax the signed attendance page into SESIS and finalize the IEP New York City Department of Education | Special Education Student Information System Project

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. 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 IEPdocument • 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. How Do I Get The Latest Information On SESIS? • Announcements on the SESIS Homepage • SESIS Webcasts • SESIS Website • If you are located at a DOE location, use http://intranet.nycboe.net/SESIS • If you are not located at a DOE location, please use https://portal.nycenet.edu/SESIS 13

14. Questions from the Audience