SESIS Pre-Deployment Broadcast for Principals January, 2011

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Special Education Student Information System Project

SESIS Pre-Deployment Broadcast for Principals

January, 2011

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

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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


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Presenter Introductions

SESIS Project Team

Division of Students with Disabilities and English Language Learners (DSWDELL)

Division of School Support and Instruction (DSSI)


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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

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• 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

Referral Evaluation IEPRelated Services/ Placement Support

Instructional Strategies, Support for Reimbursement & Medicaid, Due Process/Discipline

What is SESIS?


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SESIS Deployment / Training Schedule

Charter, D79 and D75 will be deployed in Spring 2011

Group Deployment Date

Training Timeframe Detail # of Schools

# of Trainees**

CFN ----- 11/15 -11/18 All ASE’s ----- 120

Pilot 9/20/10 11/29 - 12/1 All Pilot Schools 83 83

1 12/8/10 11/29 – 12/8 1 Phase I Network (CFN 607) 28 65

2 12/13/10 11/29 – 12/14 6 Phase I Networks (CFN 107, 109, 403, 407, 409, 534)

156 305

3 12/17/10 12/2 – 12/14 3 Phase I Networks (CFN 105, 561, 603)* 76 139

4 N/A 12/9 – 12/23; 1/20 – 1/24 Elementary / Phase I / Pilot Psychologists N/A 637

5 1/10/11 1/3 – 1/10 Elementary Schools(Cluster 1, 2, 5) 279 544

6 1/18/11 1/10 – 1/14 Elementary Schools (Cluster 3, 4) 214 418

7 1/24/11 1/18 – 1/21 Elementary Schools (Cluster 6) 118 245

8 1/31/11 1/24 – 1/28 Middle Schools (Cluster 5, 6) 122 288

9 N/A 1/26 – 1/31 Middle School Psychologists N/A 195

10 2/7/11 1/31 – 2/4 Middle Schools (Cluster 1, 2, 3, 4) 149 316

11 N/A 2/3 – 2/7 High School Psychologists N/A 131

12 2/15/11 2/8 – 2/14 High School (Clusters 1, 2, 3, 4, 5, 6) 283 537


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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


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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.


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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


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Additional SESIS Training Resources

TypeDescription / Vehicle

Role-based Webcasts

Scripted, pre-recorded webcasts, one hour or less in length that is role-based and focused on basic navigation in the context of what the user does in the application.

Brown Bag Sessions

Live webcasts demonstrating a certain process in the system (i.e. Assessment Planning) followed by a Q&A with users.

Computer-based Training Modules

Process based simulations that cover navigation basics, system functionality and processes, including referral, evaluation and IEP

Comprehensive Training Guide

Step by step instructions and screen shots for every process and navigation function covered in the CBT modules.

Quick Reference Guides

Laminated application tips sheets covering topics such as Faxing, Working with Documents, Basic Navigation, Events, etc.

SESIS Announcements

Announcements on the SESIS homepage with targeted messaging such as system updates, helpful hints, new available resources, etc

FAQ’sFrequently asked Questions based on questions from training and the Help Desk


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

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

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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.

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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).

1414New York City Department of Education | Special Education Student Information System Project

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

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Support Structure Diagram


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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

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SESIS Support

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


SESIS Communications Supporting: All users Supported by: SESIS Project Team Responsible for:

- SESIS Training / Deployment Questions Contact: [email protected]

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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


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Q & A

Q & A
