sesis functionality updates

Special Education Student Information System Project

New York City Department of Education | Special Education Student Information System Project 1

SESIS Functionality Updates

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SESIS Functionality Updates

On Monday, March 21st new and updated functionality will be added to SESIS including the following:

A “Turning 5” Report / Child Outcomes Summary Form Amendment vs. Reconvene in SESIS Enhancement to IEP Amendment Process SESIS Reconvene Process Transportation Accommodation Approval Home Instruction Approval Optional Group Size for Related Services Three New Assessment / Evaluation Report Templates:

- Psychological Assessment Report - Psychological Update- Educational Assessment Report

An updated Psycho-Educational Assessment template IESP and SP Fax Coversheet Changes

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

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Introduction

The intent of the broadcast call is to provide an overview of new functionality and updates in SESIS which will be released to users on Monday, March 21st

Detailed training materials will be available in conjunction with the Release, including:

SESIS Help Topics Computer Based Training Modules Training Guides and Brown Bag Sessions


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Turning 5 Report


SESIS will assign Turning 5 students to the appropriate location based on thelocation assignment available in CAP. If the Turning 5 student does not have a location assignment in CAP, the student will be assigned to a CSE location based on the student’s Home District assignment in CAP.

The new functionality includes a SESIS homepage report of Turning 5 students that require a School Age IEP. Students will appear on the report until August 31st of their Turning 5 year.

Turning 5 students will NOT show up on other SESIS school age reports.

ASE’s and Supervisors of Psychologists will have access to these reports for each of their schools.

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Turning 5 – Child Outcomes Summary Form


The Child Outcomes Summary Form includes the ‘Summary Assessment Results’ section which will be used by the DOE for reporting purposes. The “entry” and “exit” sections of the form will be completed manually. These sections can be uploaded to SESIS using a fax coversheet created from the template.

The Child Outcomes Summary form is required in order to finalize a school age IEP for a Turning 5 student.

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Amendments vs. Reconvene in SESIS


Amendments Depending on the circumstance

the user may create a Notice of IEP Meeting, or a Waiver of IEP Meeting, when an IEP Amendment is needed.

The Date of IEP will be the same as the IEP being amended when an IEP Amendment is completed.

Associated compliance dates will not change.

The attendance page may be required as part of an IEP Amendment.

Reconvenes

A Notice of IEP Meeting will always be created for an IEP Reconvene.

For IEP Reconvenes the new IEP date will be entered on the IEP and captured on the Student Profile once the document is finalized.

Compliance dates will adjust accordingly based on the new IEP Date.

The attendance page is always required as part of a Reconvene.

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Enhancement to IEP Amendment Process

Two document templates have been added as part of the Amendment Process:

1. Waiver to Hold an IEP Meeting to Amend the IEP2. Notice of IEP Amendment / Reconvene


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If NOT holding an IEP Meeting as part of an amendment:

1. Create the Waiver to Hold an IEP Meeting to Amend the IEP This will provide documentation that the parent agreed to waive

the meeting

2. Fax the signed waiver into SESIS using the fax coversheet created from the the waiver template.



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Create the Notice of IEP Amendment / Reconvene and type “Amendment” in the comment field.

Indicate “Amendment” on the Notice via the ‘Type of Notice’ dropdown. Finalize the Notice when completed.

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The amendment is made to the “finalized” IEP by utilizing the “Create Revision of this Document” link from the “More Actions” toolbar.



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The IEP Amendment field on the Cover Page will be pre-populated (not editable) based on the criteria selected on the finalized Notice of IEP Amendment.

The Date of IEP will remain the same as the date from the original finalized IEP. Either the Attendance page or signed Waiver will be faxed into the system and the

IEP is finalized. Associated compliance dates will NOT change for an Amendment.



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SESIS Reconvene Process

A reconvene in SESIS indicates that a change will be made to the IEP and a meeting with the parent must be held.

Compliance dates will be calculated with the new IEP reconvene date.


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The process is started by:1. Creating the Notice of IEP Amendment / Reconvene and typing

“Reconvene” in the comment field.2. Indicate “Reconvene” on the Notice via the ‘Type of Notice’

dropdown.3. Finalize the Notice once completed.

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4. Indicate the meeting is a follow up by checking the box on the Notice.5. Select reason for the reconvene.

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Changes are made to the “finalized” IEP by utilizing the ‘Create Revision of this Document’ link from the ‘More Actions’ toolbar.



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The Reconvene of an IEP Meeting field on the Cover Page will be pre-populated (not editable) based on the criteria selected on the finalized Notice of IEP Amendment.

The Date of IEP will change to the new date of the IEP meeting. Attendance page is faxed into the system and the IEP is finalized. Associated compliance dates WILL change.



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The OSH Physician Review: Transportation Accommodation is now a separate template (previously part of the IEP) available from the ‘Create a New Document’ dropdown list to be used if the IEP team believes the student needs transportation accommodations.

Students will be listed on the “Recommendations for Transportation Accommodations” SESIS homepage report.


Transportation Accommodation Approval

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The accommodations template is completed by the IEP team and a DOE representative (transportation liaison).

Supporting documentation from the Physician is faxed into SESIS using a fax coversheet created from the transportation accommodation template.


Transportation Accommodation Approval

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Home Instruction Approval

The system now includes a Home Instruction Referral template available from the ‘Create a New Document’ dropdown list to be completed by the IEP team and submitted to the Office of Home Instruction for approval.

Supporting documentation is faxed into SESIS using a fax coversheet created from the template.

The Office of Home Instruction will review and approve or disapprove.

The status of the approval can be viewed from the “Status of Home Instructions Referral” SESIS homepage report.


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Optional Group Size for Related Services

Group size has been added to the “Recommended Special Education Programs / Services section of the IEP as an optional choice.

Selecting “Other” (optional) from the Service Delivery Recommendations column will provide the option to include group size. I.E. Related Services will be provided and documented as one of the following:- Individual (1)- Group (8)- Other (specify group size as 2 through 7)


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New Assessment / Evaluation Report Templates

Three additional Assessment / Evaluation Report templates have been added to the system:1. Educational Evaluation Report2. Psychological Evaluation Report3. Psychological Evaluation Update


Processes for identifying these assessments on the student’s assessment planning document remain the same.

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Updates to the Psychoeducational Evaluation Report Template

Updates to the template include:

- Reorganization of sections- Additional date fields to enter up to three dates, rather then only one- Field for Language of Assessment- Additional options for assessment methods (e.g. WAIS-IV, KTEA-2, WIAT-III,

SB-V, and WJ-III)- Section headers for those textboxes not completed will not show up in

view mode or when printed- Academic Assessment Results categories include a textbox to enter

results for Mathematics- New section with a textbox to enter Test Scores


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IESP and SP The system will now provide an IESP / SP template available from the ‘Create a New

Document’ dropdown list.


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IESP and SP

The link provided in the SESIS template will provide a link to a MS Word version of the document to be completed. It can be completed electronically or by hand.

The completed document will be faxed into SESIS using a using a fax coversheet created from the template. The fax coversheet determines the IESP vs SP.

Once the completed document in faxed in the template will be finalized in SESIS.


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Fax Coversheet Changes

There are NO changes to the faxing process, but changes to the fax coversheet:- The “From” box on the top right section of the coversheet has been removed- After processing faxed student documents, the coversheet will no longer appear

in SESIS when opened to view


2626New York City Department of Education | Special Education Student Information System Project

How Do I Get The Latest Information on SESIS Updates?

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SESIS Bulletin

SESIS Help Topics

Computer based Training Modules

Comprehensive Training Guide

Brown Bag Sessions

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

Special Education Student Information System Project

New York City Department of Education | Special Education Student Information System Project 27

Questions from the Audience

sesis functionality updates

Documents

date of iep

new iep date

school age iep

iep amendment processsesis

notice of iep meeting

waiver of iep meeting

student profile

sesis homepage report