SESIS BROWN BAG SESSIONS

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 Support

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Today’s Agenda Defining the Request for Assistance Process in SESIS

Selecting Request for Assistance in SESIS – School Team

Managing Request for Assistance in SESIS – School Support

Per Session and Redeployment

Contracting Out

Assessment Authorization

Occupational Therapy / Physical Therapy

Temporary Solution vs Permanent Solution

System Demonstration

Audience Question and Answer Session

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

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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 Supervisor of Psychologists or the Network Administrator of

Special Education (ASE).


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Selecting Request for Assistance in SESIS – School Team 1) If schools need assistance for a specific assessment for a student, they select

“Request for Assistance” from the Assessment Planning screen.

2) 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 …).


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Managing Request for Assistance in SESIS – School SupportSupervisors will review the Request for Assistance report on a weekly basis by:

1. Accessing the report.2. Selecting specific schools from the location filter.3. Reviewing the case and determining the “Action Taken” for the type of request for

assistance that is needed, OR declining the request in SESIS by selecting “Return to School”.

4. If approved, selecting Per Session*, Redeployment *, Contracting Out, or Assessment Authorization on the Request for Assistance screen.


* Only the “Action Taken” should be selected. The “Assign To” should NOT be selected.

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Per Session and Redeployment

When the Request for Assistance Report indicates Per Session or Redeployment:- The Supervisor of Psychologists will assign Per Session or Redeployment and

coordinate directly with the school on the appropriate documentation.- If assistance cannot be provided via Per Session or Redeployment, the Supervisor

should log back into SESIS and update the “Action Taken” with Contracting Out or Assessment Authorization.

Assessment reports conducted by DOE Per Session and Redeployed 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 fields3. Print the appropriate fax coversheet from the Print link in the assessment template4. Fax the assessment report into SESIS5. Finalize the report in SESIS6. The student will no longer appear on the Request for Assistance report7. Continue with creating / finalizing the Notice of IEP and IEP


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Contracting Out

When the Request for Assistance Report indicates Contracting Out – The ASE will manage the request by doing the following:

1. Submit a request in CAP and send the AA-2 to ORCS for a contract provider OR approve and process an independent provider.

2. Provide completed contracted and independent provider paper reports back to the CFN (to the person identified on the CA1 form).

3. In CAP, the CFN representative will enter the completed evaluation data on the “Outside Assessment Results (RS)” screen, necessary for payment to the provider in the Contract Aid Financial System (CAFS).

4. Return the report back to the school psychologist of the originating school.

5. The psychologist at the schools completes the necessary steps in SESIS (completing the SESIS assessment template, faxing in hard copies of the report, finalizing the assessment report etc …)


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Assessment Authorization

When the Request for Assistance Report indicates Assessment Authorization – The ASE will handle the request by:

1. Following the current protocols for sending the letter to the parent

2. Coordinate the necessary assessment reports from the provider.


4. The psychologist at the school completes the necessary steps in SESIS (completing the SESIS assessment template, faxing in hard copies of the report, finalizing the assessment template etc …)


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Occupational Therapy / Physical Therapy

For OT and PT, after selecting Request for Assistance:

1. Schools will contact ORCS (email, phone, etc …) to request services and confirm according to current practices

2. ORCS deploy DOE providers


4. The psychologist at the school completes the necessary steps in SESIS (completing the SESIS assessment template, faxing in hard copies of the report, finalizing the assessment template etc …)

Assistive Technology / Adaptive Physical Education will also be handled using current processes


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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.


1111New York City Department of Education | Special Education Student Information System Project

Request for Assistance - Frequently Asked QuestionsQ: When assigning Redeployment or Per Session, should the Supervisor of Psychologists assign the actual staff person in SESIS?A: No. Do not assign a specific staff member in SESIS on the Request for Assistance screen. As part of the temporary solution, please continue the current process that is in place for assigning staff to Redeployment and Per Session.

Q: What if Redeployment and / or Per Session was assigned on the Request for Assistance screen, but ends up needing to be contracted out. What should we do?A: In SESIS, on the Request for Assistance screen you would change the “Action Taken” column to reflect the appropriate action (contract out, assessment authorization etc …).

Q: Should the Supervisors of Psychologists also assist in coordinating the Contracting Out and Assessment Authorization processes?A: The Supervisors will determine if these processes are necessary and indicate such on the Request for Assistance screen, at which point the ASE’s will coordinate the remainder of the processes in CAP which will include coordinating with the agencies, providers and schools to ensure the processes are completed.

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:A:

1212New York City Department of Education | Special Education Student Information System Project

How Do I Get The Latest Information on SESIS?

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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

Special Education Student Information System Project

New York City Department of Education | Special Education Student Information System Project 13

Questions from the Audience

Documents

SESIS BROWN BAG SESSIONS