CASE CLOSING DISCHARGE AND DECLASSIFICATION IN SESIS Learning Objectives New York City Department of Education Special Education Student Information System Project By the conclusion of todays session you should feel comfortable ID: 257519
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Slide1
Welcome to SESIS
CASE CLOSING, DISCHARGE AND DECLASSIFICATION IN SESISSlide2
Learning ObjectivesNew York City Department of Education | Special Education Student Information System Project
By the conclusion of today’s session you should feel comfortable:
Accessing training and reference materials on the SESIS web portal and in the SESIS tool
Closing a case in SESIS
Discharging a student in SESIS
Declassifying a student in SESISSlide3
Website Supports for Case Closing, Discharge and Declassification
New York City Department of Education | Special Education Student Information System Project
Training and reference information is available from within the SESIS tool and on the SESIS portal. Log in to either using your Outlook ID and password.Slide4
4
Periodic updates on SESIS functionality and processes are regularly reported in the following:
SESIS Weekly Bulletin
Principal’s Weekly
School Support Weekly
SESIS Help Topics (i.e. Help Desk database)
Access to the SESIS portal
If your computer is on the DOE network:
http://intranet.nycboe.net/SESIS
If you are not on the DOE network:
https://portal.nycenet.edu/SESIS
For non-DOE staff:
http://schools.nyc.gov/Academics/SpecialEducation/EducatorResources/SESIS_NonDOE.htm
Website Supports for Case Closing, Discharge and DeclassificationSlide5
New York City Department of Education | Special Education Student Information System Project
Case Closing
Process OverviewSlide6
Create the Case Closing
document from the Create New Document: dropdown.Select a reason the case is to be closed from the Case Closing Reasons:
dropdown menu. The dropdown menu choices are automatically populated based on the student’s process stage (e.g. Initial, Annual Review, etc …)
New York City Department of Education | Special Education Student Information System Project
Case Closing
Process: Case Closing DocumentSlide7
Case Closing Process: Supplemental Documentation
When the Case Closing document is saved SESIS will prompt you to complete the additional documentation that corresponds to the case closing reason that is selected, if required.
Once the necessary documentation has been completed (including faxing in signed documents, if required) the
Case Closing
document can be finalized.
New York City Department of Education | Special Education Student Information System ProjectSlide8
Reasons/Associated Documentation for Closing: Initial
Case Closing ReasonCase Closing Documentation
The parent of a student
repeatedly fails or refuses to produce the student for an evaluation.
The Final Notice of Withdrawal from the Evaluation Process: Initial Referral
PLUS
two outreach attempts in the student’s Event Log
The parent refuses to consent for evaluation.
The Final Notice of Withdrawal from the Evaluation Process: Initial Referral
The parent
does not respond or does not show up to the social history meeting.
The Final Notice of Withdrawal from the Evaluation Process: Initial Referral
PLUS
two outreach attempts in the student’s Event Log
The principal and parent agree to withdraw the referral.Parent/ Principal Agreement to WithdrawThe referral is withdrawn from the referring party.N/AParent withdraws consent for evaluation.
The Parent Withdrawal of Consent and Final Notice of Termination
Parent Revocation of Consent
The Parent Withdrawal of Consent and Final Notice of Termination
New York City Department of Education | Special Education Student Information System ProjectSlide9
Reasons/Associated Documentation for Closing: Reevaluation
Case Closing ReasonCase Closing DocumentationThe parent of a student
repeatedly fails or refuses to produce the student for an evaluation.
Document two outreach attempts in the student’s Event Log
The parent refuses to consent for evaluation.
Document two outreach attempts in the student’s Event Log
The referral is withdrawn
from the referring party.
N/A
Parent Revocation of Consent
The Parent Withdrawal of Consent and Final Notice of Termination
Parent of a student with an IESP
/SP does not respond or consent to reevaluation
Create
fax coversheet for “Parent refused to consent for evaluation” and fax in documentation supplied by the parentNew York City Department of Education | Special Education Student Information System ProjectSlide10
Reasons/Associated Documentation for Closing: Mandated 3YR
Case Closing ReasonCase Closing DocumentationParent Revocation of Consent
The Parent Withdrawal of Consent and Final Notice of Termination
Parent of a student with an IESP
/SP does not respond or consent to reevaluation
Create
fax coversheet for “Parent refused to consent for evaluation” and fax in documentation supplied by the parent
New York City Department of Education | Special Education Student Information System ProjectSlide11
Reasons/Associated Documentation for Closing: Annual
Case Closing ReasonCase Closing DocumentationParent Revocation of Consent
The Parent Withdrawal of Consent and Final Notice of Termination
New York City Department of Education | Special Education Student Information System ProjectSlide12
The Discharge process is initiated in ATS for public school students
The discharge process is initiated in SESIS by CSEs for non-public school studentsOnce the student has been discharged in ATS, the Declassification/Case Closing/Discharge section of the student’s profile is updated in SESIS. The student will also appear on the
Discharge Report –YTD
The student may show as active or inactive depending on the discharge reason
New York City Department of Education | Special Education Student Information System Project
Discharge Process Overview Slide13
Discharge Process Overview
Check the Discharge YTD ReportIf the student is listed as inactive, no further action is required
New York City Department of Education | Special Education Student Information System ProjectSlide14
Discharge Process Overview
3. If the student is listed as active with one of the following discharge reasons:Student transferred to an NYC Private schoolStudent transferred to a NYC Parochial school
Student transferred to an institution (non-DOE)
Parent moved out of NYC
4.
The appropriate parental outreach must take place to determine whether the student should remain active in SESIS or be discharged (inactive)
5.
Log all parental outreach in the student's event log
6.
Create and finalize the discharge document in SESIS ONLY if it is determined that the student should become inactive.
New York City Department of Education | Special Education Student Information System ProjectSlide15
The declassification process is used for students already receiving special education programs and/or services that are outlined in his or her IEP.
If a student is being declassified, a new IEP is not required.If a student is being declassified and there is an existing draft IEP, the draft IEP should be deleted.An IEP attendance page is always required.
New York City Department of Education | Special Education Student Information System Project
Declassification Process OverviewSlide16
New York City Department of Education | Special Education Student Information System Project
Declassification Process OverviewSlide17
New York City Department of Education | Special Education Student Information System Project
Declassification Process: Declassification Document
Create the
Declassification
from Special Education Services
document from the
Create New Document:
dropdown.
Complete the
Declassification from Special Education Services
document and mail the
Notice of Recommendation Declassification
to the parent.Slide18
If the parent provides written disagreement within 14 days of the Notice of Recommendation Declassification
:Fax into SESIS the parent’s written disagreement using the fax coversheet created from the templateFinalize the Declassification from Special Education Services
document
Convene a meeting by creating a
Notice of IEP Meeting –
Notice should correspond to the student’s process stage
Fax the attendance page using the fax coversheet created from the template
If the parent agrees with the declassification within 14 days of the
Notice of Recommendation Declassification
or does not respond:
Verify that the declassification can go into effect by viewing the
Status of Students - Declassified
report
Once effective date is verified, finalize the
Declassification from Special Education Services documentFax the attendance page using the fax coversheet created from the templateNew York City Department of Education | Special Education Student Information System ProjectDeclassification Process: Parental Outreach