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Report
Special Education Student Information System Project
Welcome to SESIS
CASE CLOSING, DISCHARGE AND DECLASSIFICATION IN SESIS
New York City Department of Education | Special Education Student Information System Project
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Learning Objectives
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 SESIS
New York City Department of Education | Special Education Student Information System Project
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Website Supports for Case Closing, Discharge and Declassification
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.
New York City Department of Education | Special Education Student Information System Project
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Website Supports for Case Closing, Discharge and Declassification
 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/S
ESIS_NonDOE.htm
New York City Department of Education | Special Education Student Information System Project
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Case Closing Process Overview
Create the Case Closing document in SESIS
Select the reason for the case closing (and reason
for delay, if prompted)
Create the documentation or outreach that
supports closing the case in SESIS, as required
Fax in supporting documents with signature where
appropriate
Finalize the Case Closing document.
New York City Department of Education | Special Education Student Information System Project
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Case Closing Process: Case Closing Document
1. Create the Case Closing document from the Create New
Document: dropdown.
2. 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
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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 Project
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Reasons/Associated Documentation for Closing: Initial
Case Closing Reason
Case 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 Withdraw
The referral is withdrawn from the referring
party.
N/A
Parent 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 Project
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Reasons/Associated Documentation for Closing: Reevaluation
Case Closing Reason
Case Closing Documentation
The parent of a student repeatedly fails or Document two outreach attempts in the
refuses to produce the student for an
student’s Event Log
evaluation.
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 parent
New York City Department of Education | Special Education Student Information System Project
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Reasons/Associated Documentation for Closing: Mandated 3YR
Case Closing Reason
Case Closing Documentation
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 parent
New York City Department of Education | Special Education Student Information System Project
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Reasons/Associated Documentation for Closing: Annual
Case Closing Reason
Case Closing Documentation
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 Project
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Discharge Process Overview
 The Discharge process is initiated in ATS for public school
students
 The discharge process is initiated in SESIS by CSEs for non-public
school students
 Once 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
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Discharge Process Overview
1. Check the Discharge YTD Report
2. If the student is listed as inactive, no further action is required
New York City Department of Education | Special Education Student Information System Project
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Discharge Process Overview
If the student is listed as active with one of the following discharge
reasons:
 Student transferred to an NYC Private school
 Student 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.
3.
New York City Department of Education | Special Education Student Information System Project
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Declassification Process Overview
 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
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Declassification Process Overview
Create the “Declassify Student from Special
Education Services” document from SESIS.
Indicate whether declassification support services
are recommended.
Mail the Notice of Recommendation
Declassification. The parent has 14 days to
respond.
After 14 days, finalize the Declassification
document.
New York City Department of Education | Special Education Student Information System Project
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Declassification Process: Declassification Document
1.
2.
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.
New York City Department of Education | Special Education Student Information System Project
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Declassification Process: Parental Outreach
 If the parent provides written disagreement within 14 days of the Notice of
Recommendation Declassification:
1.
2.
3.
4.
Fax into SESIS the parent’s written disagreement using the fax coversheet
created from the template
Finalize 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:
1.
2.
3.
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 document
Fax the attendance page using the fax coversheet created from the template
New York City Department of Education | Special Education Student Information System Project
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