CSE Presentation: Use of New RS Agency Contracts 1

Overview of New Contracts Revised substantially to serve students faster and better. New tertiary “tier” added to include firms not able and/or interested in serving and entire district. Expanded coverage: Thanks to your efforts! Over 5,000 individual primary, secondary and tertiary awards to 80 firms. Primary’s in most categories, and extensive coverage in many. Improved accountability through Service Level Agreement terms: Measurable expectations for fulfillment and quality. Ability to re-assign primary assignments if firms fail to meet measurable expectations. 2

Process Implications of New Contracts No change in SOPM or associated timing and other requirements (pg. 128 of SOPM, etc.) No change in cascade: RSA’s will continue to be issued where no DOE or agency provider is available. Minor changes in SEC to incorporate tertiary agencies and support use in accordance with the cascade of services. (To be previewed today.) Changes in process to incorporate process for outreach to secondary and tertiary firms. Policy being developed re: requests for exceptions. 3

Procedures for Use of New Contracts SEC will be available for use of new contracts as of tomorrow, Friday, 8/16. Instructions and a searchable list of contracts will be available in a Agency Contract Listings and Procedures folder in the CSE SharePoint directory: ationInitiatives/default.aspx ationInitiatives/default.aspx 4

Contract Use Procedure Overview Confirm no DOE provider is available. If not, send transmittal to primary in SEC. If primary not able to fill, identify secondary firm(s) on contract listing (Excel.) Send (template provided) to one or more firms, requiring response by deadline of your choice: must include in ascending rank order. Create SEC transmittal for lowest ranked firm that responds by deadline. If secondary agencies not able to fill, repeat procedure with tertiary agencies, and create SEC transmittal for lowest ranked firm that responds by deadline. If tertiary agencies not able to fill, issue RSA. 5

Sample of Agency Spreadsheet in SharePoint 6 Use filters to identify appropriate firms

Detailed Use Instructions in SharePoint 7

Template in SharePoint 8

To Access SEC 9 Go to: Click on SEC RSA. Type in ID and password

10 Enter Student ID [ex ] Click on Find Student

11 Select Service to be contracted out NOTE mandate corresponds to conference date [last authorized IEP in CAP] Click on Agency

12 Review above service to be contracted Only check “Assigned a portion” box if you are splitting the mandate between more than one provider and change frequency accordingly. Otherwise, proceed. Agency Level [Primary] is pre-selected. See Agency Search Results below. Click on Assign.

13 Review above information and Confirm Agency Assignment (or Cancel)

14 Bottom portion provides detailed transaction information. If you have to send case to another agency for non- response (or for another reason), click Revoke “Confirm” button is for Agency use only

15 In “Revoke” screen, click Confirm Agency Revoke Student Transaction screen will show agency assignment revoked.

IMPORTANT! The PRIMARY AGENCY always has to be selected first. You should only proceed to SECONDARY / TERTIARY agencies if Primary is not available. 16

When selecting a SECONDARY agency [ex. Student ID: ] 17 If you are proceeding (no primary available), you have to select only one agency if more than one option is displayed. Agencies are listed in ascending order (low-high) according to rates. If more than one option is available, send an to agencies to confirm staff availability prior to making your selection in SEC. NOTE: A warning message will be displayed when you select secondary out-of- sequence and click on Find Agency. [Same as above would occur if user is working with bulk assignments]

When a TERTIARY agency is selected ex. Student ID ] 18 If you are proceeding (no primary/secondary available), you have to select only one agency if more than one option is displayed. Agencies are listed in ascending order (low-high) according to rates. If more than one option is available, send an to agencies to confirm staff availability prior to making your selection in SEC. NOTE: A warning message will be displayed when you select tertiary out-of- sequence and click on Find Agency. [Same as above would occur if user is working with bulk assignments]

If you selected the Create RSA option out-of-sequence… 19 A warning message will be displayed. [Same as above would occur if user is working with bulk assignments]

To Bulk Assign, follow same cascade (Pri/Sec/Tert/RSA)… [ex. D5, M499] 20 Select RS, Language, Status (Awaiting Transmittal), District, and School. For D75, check “Citywide Only.” Click on Find Students.

Results for Bulk Assignment 21 Check the box for Select/Deselect All Click Bulk Agency

22 Primary Agency will be pre-selected. Click Save.

Warning Message when Bulk Assigning and Primary or Secondary were skipped… 23 If you are proceeding (no primary/secondary available), you have to select only ONE AGENCY. Agencies are listed in ascending order (low-high) according to rates. If more than one option is available, send an to agencies to confirm staff availability prior to making your selection in SEC. Repeat same steps as before (Save/Cancel).

Q & A 24