Special Education Student Information System Project
SESIS Functionality Updates
New York City Department of Education | Special Education Student Information System Project
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SESIS Functionality Updates
On Monday, March 21st new and updated functionality will be added to SESIS including the
following:
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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 the
location 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
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Two document templates have been added as part of the Amendment
Process:
1. Waiver to Hold an IEP Meeting to Amend the IEP
2. Notice of IEP Amendment / Reconvene
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Enhancement to IEP Amendment Process
 If NOT holding an IEP Meeting as part of an amendment:
1. Create the Waiver to Hold an IEP Meeting to Amend the IEP
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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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Enhancement to IEP Amendment Process
 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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Enhancement to IEP Amendment Process
 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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Enhancement to IEP Amendment Process
 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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SESIS Reconvene Process
 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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SESIS Reconvene Process
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5.
Indicate the meeting is a follow up by checking the box on the Notice.
Select reason for the reconvene.
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SESIS Reconvene Process
 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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SESIS Reconvene Process
 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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Transportation Accommodation Approval
 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.
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Transportation Accommodation Approval
 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.
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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 Report
2. Psychological Evaluation Report
3. 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.
New York City Department of Education | Special Education Student Information System Project
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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
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How Do I Get The Latest Information on SESIS Updates?
 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
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Special Education Student Information System Project
Questions from the Audience
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