1. 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

2. 2 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

3. 3 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). New York City Department of Education | Special Education Student Information System Project

4. 4 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. 1)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 …). New York City Department of Education | Special Education Student Information System Project

5. 5 Managing Request for Assistance in SESIS – School Support Supervisors 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. New York City Department of Education | Special Education Student Information System Project * Only the “Action Taken” should be selected. The “Assign To” should NOT be selected.

6. 6 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 fields 3.Print the appropriate fax coversheet from the Print link in the assessment template 4.Fax the assessment report into SESIS 5.Finalize the report in SESIS 6.The student will no longer appear on the Request for Assistance report 7.Continue with creating / finalizing the Notice of IEP and IEP New York City Department of Education | Special Education Student Information System Project

7. 7 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 …) New York City Department of Education | Special Education Student Information System Project

8. 8 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. 3. Return the report back to the school psychologist of the originating school. 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 …) New York City Department of Education | Special Education Student Information System Project

9. 9 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 3.Return the report back to the school psychologist of the originating school. 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 New York City Department of Education | Special Education Student Information System Project

10. 10 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. New York City Department of Education | Special Education Student Information System Project

11. 11 New York City Department of Education | Special Education Student Information System Project Request for Assistance - Frequently Asked Questions Q: 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:

12. 12 New York City Department of Education | Special Education Student Information System Project How Do I Get The Latest Information on SESIS? 12  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. Special Education Student Information System Project New York City Department of Education | Special Education Student Information System Project 13 Questions from the Audience