Welcome to SESIS

Special Education Student Information System Project

New York City Department of Education | Special Education Student Information System Project 1

Welcome to SESIS

SESIS TO CAP ERRORS WEBINAR

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Today’s Agenda

- Finalized Document Status Report- Reviewing the Troubleshooting Guide- Reviewing CAP - Correcting an IEP with errors by Amending or Reconvening

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

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Finalized Document Status Report SESIS now includes a Finalized Document Status Report that enables

staff members to track errors that are preventing IEP information from flowing back to CAP.

The report shows all documents that are required to flow back to CAP that have been finalized in SESIS, the date they were finalized and their current status.

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

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Finalized Document Status Report

The report displays four possible types of document status:

- Action Needed – includes a “Go to Troubleshooting” link which takes you to a page that assists in identifying and resolving the problem or problems.

- Pending – the document is processing. This status should not last more than a few days.

- Known Issue – there was a problem with the document and it is being worked on without the need for your involvement.

- Successful – the information has passed to CAP

The report is updated on a nightly basis – each day it is opened, staff members will see the most current information.

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

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Finalized Document Status Report Communication

An email was sent on October 20th to IEP team members that have one or more finalized documents with errors that are preventing the flow of data to CAP.

The email provided instructions on how to utilize the report in order to troubleshoot the documents and correct the errors.

Typically documents have more than one error needing correction, so be sure to review the entire troubleshooting guide for every document with a status of Action Needed.

If you do not have access to CAP (e.g. special education teachers) you must find the CAP person at your school who can help.

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

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Finalized Document Status Report

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Troubleshooting Guide

From the report, log into the portal to access the troubleshooting guide.

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CAP Screen Example

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Amendment/Reconvene – Considerations

Is the case an Annual, Mandated 3-Year, or Reevaluation? The IEP can be amended.

Is the case an Initial? The IEP must be reconvened (this is a SESIS constraint).

Can this year’s IEP meeting be held now? If you do this you will still see the old IEP showing up as “Action

Needed” on the report.

Review pages 72 -73 of the SOPM for a complete description of IEP amendments

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Steps for Amending or Reconvening a Finalized IEP

The following sections which had state changes on June 30th need to be regenerated and reviewed before finalizing:

Student Needs Related to Special Factors Measurable Annual Goals Recommended Special Education Programs and Services Twelve Month Service and/or program Testing Accommodations Participation in State and District Wide Assessments Special Transportation/Placement Recommendation Summary Page

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A Few Best Practices

After finalizing your document, monitor your progress on the report. If you decide to delete an IEP and create another, be sure your

process stage is consistent with the original when creating the Notice.

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In Case You’re Wondering ….

Why can’t you “just tell me” what’s wrong?- Because there are several systems involved (CAP, SESIS, ATS, SEC)

and other “behind the scenes” data systems.

Why are there so many steps?- A very high percentage of the affected IEPs have more than one

issue and we don’t want people going through this process more than once – especially if it’s going to involve the parents.

Why can’t you just fix it for me?- Only members of the IEP team – people who were present at the

conference and understand the child’s needs – can determine what the right recommendations are.

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