Special Education Student Information System Project
SESIS BROWN BAG SESSIONS
Doing Work Sequentially in SESIS
New York City Department of Education | Special Education Student Information System Project
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Today’s Agenda
 Overview: Doing Your Work Sequentially
 Initial Referral
- Request for Referral from a Professional Staff Member
- Principal Referral
- Parent Referral
 Annual Review
 Reevaluation
 Additional Reevaluation
 3 Year Mandated Reevaluation
- Reevaluation
- Waiver Process
 Important Reminders
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Overview: Doing Your Work Sequentially
 Unlike CAP which is a reporting system, SESIS is a
special education case management “data system”. As
such, transactions must be completed in a certain
sequence.
 SESIS has a “work flow” sequence for each process
(referral, assessment, IEP) which guides the user through
the special education process.
 It is IMPERATIVE that staff adhere to work flow sequence
for each process.
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Work Flow Sequence for an Initial Referral - Staff Member
1.
Begin by creating a Request for Initial Referral in SESIS, and continue in
SESIS with the following steps:
2.
3.
4.
5.
6.
Submit to the Principal for review
Principal approves the request
Create and finalize the Notice of Referral: Initial and mail to the parent
Create and finalize the Notice of Social History and mail to the parent
Create the Social History Package, print the Consent for Initial Evaluation, hold the
meeting and obtain signed consent
Fax the signed consent into SESIS
Finalize the Social History Package
Create the Assessment Planning document and identify the assessments needed
Complete and finalize assessments and finalize the Assessment Planning document
Create, finalize the Notice of IEP meeting and mail to the parent
Create the draft IEP
Hold the IEP meeting and have participants sign the attendance page
Fax the signed attendance page into SESIS and finalize the IEP.
7.
8.
9.
10.
11.
12.
13.
14.
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Work Flow Sequence for an Initial Referral – Principal
1. Begin by creating a Request for Initial Referral in SESIS, and
continue in SESIS with the following steps:
2. Create and finalize the Notice of Referral: Initial and mail to the
parent
3. Proceed with the Notice of Social History (step 5 from the previous
slide)
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Work Flow Sequence for an Initial Referral – Parent
1.
2.
3.
4.
5.
A parent referral is received
Create and Initial Referral in SESIS
Create a fax coversheet and fax the parent referral into SESIS
Finalize the Initial Referral
Proceed with the Notice of Social History (step 5 from the previous
slide)
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Work Flow Sequence for an Annual Review
1. Use the “Status of Annual Reviews” report to identify students that
have an upcoming review
2. Create and finalize the Notice of IEP meeting and mail to the
parent
3. Create the draft IEP
4. Hold the IEP meeting and have participants sign the attendance
page
5. Fax the signed attendance page into SESIS and finalize the IEP.
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Work Flow Sequence for a Reevaluation
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Begin by creating and finalizing the Request for Reevaluation in SESIS and mail to
the parent
Create the Assessment Planning document
If new assessments are needed, mail the Consent for Additional Assessments to the
parent
If no assessments are needed mail the Notice of No Testing to the parent and finalize
the Assessment Planning document
If signed parental consent is received, fax it into SESIS.
If parental consent is NOT received, make two outreach attempts and log them into
SESIS. Make sure they are linked to the Assessment Planning document.
Complete and finalize assessments and finalize the Assessment Planning document
Create, finalize the Notice of IEP meeting and mail to the parent
Create the draft IEP
Hold the IEP meeting and have participants sign the attendance page
Fax the signed attendance page into SESIS and finalize the IEP
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Work Flow Sequence for an Additional Reevaluation
1.
2.
3.
4.
5.
6.
7.
8.
Begin by creating the Request for Reevaluation in SESIS and change the
status to “Review”
The Principal will review the request and either approve of disapprove
Finalize the Request for Reevaluation
Create the Additional Request for Reevaluation letter for the parent (note:
body of letter is determined by the approval or disapproval from the
Principal)
If the request is disapproved, finalize the letter and the process ends.
If the request is approved and the parent agrees, fax the signed consent
letter into SESIS.
Finalize the Additional Request for Reevaluation
Proceed with creating the Assessment Planning document (step 2 of the
previous slide).
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Work Flow Sequence for a Mandated 3 Year Reevaluation
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Use the “Status of Mandated 3 Year Reevaluation” report to identify students that
have an upcoming reevaluation
Create and finalize the Notice of Mandated 3 Year Reevaluation and mail to the
parent
Create the Assessment Planning document
If new assessments are needed, mail the Consent for Additional Assessments to the
parent
If no assessments are needed mail the Notice of No Testing to the parent and finalize
the Assessment Planning document
If signed parental consent is received, fax it into SESIS.
If parental consent is NOT received, make two outreach attempts and log them into
SESIS. Make sure they are linked to the Assessment Planning document.
Complete and finalize assessments and finalize the Assessment Planning document
Create, finalize the Notice of IEP meeting and mail to the parent
Create the draft IEP
Hold the IEP meeting and have participants sign the attendance page
Fax the signed attendance page into SESIS and finalize the IEP
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Work Flow Sequence for a Mandated 3 Year Reevaluation – Waiver Process
 Create the Mandated 3 Year Reevaluation document and select the
Request for Waiver of Mandated 3 Year Reevaluation
 Print and mail to the parent
 Once the signed waiver is received at the school, fax it into SESIS
 Finalize the document
 SESIS will update the date for the next mandated 3 year reevaluation
in the student’s profile
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Important Reminders
 Remember where you left off in CAP and do not create work in both
systems. For example:
- If a referral exists in CAP, finish it in CAP and start in SESIS when the IEP meeting
is ready to be scheduled by creating the Notice of IEP document
 Always finalize documents before moving on to the next one.
For
example:
- Finalize referral documents before moving to the next document (Notice of Social
History, Social History Package, Assessment Planning, Evaluations etc …)
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How Do I Get The Latest Information On SESIS?
 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
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Special Education Student Information System Project
Questions from the Audience
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