P721Q

John F. Kennedy Jr. School

2018-2019
IEP SUPPORT GUIDE

Created and organized by

Peter J. Rice
IEP Coordinator
[email protected]
718-760-1083 ext. 1057
 P721Q

John F. Kennedy Jr. School

IEP SUPPORT GUIDE
Table of Contents

BEFORE THE IEP MEETING

Navigating SESIS …………………………………………………………………………………....……… Pages 3 & 4

Navigating the IEP .………………………………….……………………………………………….…….……… Page 5
Reminders ……………………………………………………………………………………………,…….…...… Page 6
Planning your IEP Meeting .………………………………….…………………………………,….…….……… Page 7
Faxing into SESIS .………………………………….………………………………..…….……………………… Page 8
Events …………………………………………………………………………………………..…………………… Page 8
Opening an IEP ………………………………………………………………………..…………………………… Page 9
Scheduling Your IEP Meeting……………………………………………………………………………………Page 10
Level I Assessments .………………………………….……………………………….………………..……… Page 11
PLoP Rubric ………………………………………………………………………………………………….…… Page 12
Nurse Services .………………………………….………………..……………………….…………...………… Page 13
Attendance Page .………………………………….…………………………………….…………...……..…… Page 14
Request To Review Draft IEP…………………………………………………………………………………….Page 15
Working with Documents………………………………………………………………………………………...Page 16
Locating Supportive Documents………………………………………………………………………………..Page 17

DURING THE IEP MEETING

The IEP Meeting ……………………………………………………………………………..…….……...……… Page 18

Chapter 408 Forms ………………………………………………………………………………..……...……… Page 19

AFTER THE IEP MEETING

Finalizing an IEP …………………………………………………………………………….…….……… Pages 20 & 21

Prior Written Notice Package (PWNP) ……………….………………………………………..……… Pages 22 & 23
Notice of Acknowledgement ………………………………………………………….…..…….……...……… Page 24
Creating a waiver to correct a finalized ……………………………………………..………..……...……… Page 25
Correcting a finalized IEP ……………………………………………………………...………..……...……… Page 26

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BEFORE THE IEP MEETING
J OHN F. KE NNEDY JR. SCHOOL - IE P SUPP ORT GUIDE

Navigating SESIS
What is SESIS?
• The Special Education Student Information System (SESIS) is a web-based IEP database
• SESIS makes our students’ IEP’s accessible 24 hours a day, 7 days a week, from any location

Logging into SESIS

• Go to https://sesis.nycenet.edu/userlogin.aspx

Do not delete this information

Type your DOE username here (the one you use in

your email)

Type your DOE password here (the one you use in

your email)

Finding a Student’s IEP On your initial page, click on “SEARCH”

and then on “STUDENTS”

The list of students you have accessed recently

will be listed here for “Quick Access”

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Navigating SESIS
Enter the name or number of the student
you wish to search for.

Click the Documents Icon to proceed.

It is located to the left side of the Student’s Name.
It is the middle icon that looks like a document

This will bring to you to Student’s Docu-

ments – The one that you’re looking for is
the “Individualized Education Program
(IEP)”. Always use the most recent IEP

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Navigating the IEP

Sections of the IEP

Navigating the IEP

Use the drop down menu to have access to a new
section of the IEP

Finding IEP Due Dates

Click the Profile Icon to proceed.
It is located to the left side of the Student’s Name.
It is the left icon that looks like a folder

Click on the second option:

Special Education Summary

If the student’s date for a three year reevaluation falls in the

Scroll the page down to
same school year of the Annual Review, compare the triennial
“Compliance Dates”
due date with the annual due date. The earlier date will prevail
(e.g. Annual Date 02/03/18 Triennial 10/28/17. The IEP must
be finalized before 10/28/17)

02/03/2018
10/28/2017

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Reminders
Checking Due Dates
Due Date is the date in which the IEP must be finalized by to be in compliance
• Use the IEP Masterlist to locate the due dates for Annual Reviews and Triennials
• The dates have been electronically compared on the Masterlist under the “Recommended Due Date” col-
umn. If the dates do not match SESIS or the recommended date is not the earlier of the Annual or Triennial
dates, please notify Peter.
• If the student has a triennial evaluation this year, compare the triennial due date with the annual due date.
The earlier date will prevail (e.g. Annual Date 02/03/19 Triennial 10/28/18. The IEP must be finalized be-
fore 10/28/18)

Triennials/Reevaluations/Initials
• The School Psychologist MUST attend all Triennials, Initials, and Reevaluation meetings
• If it is a Triennial/Reevaluation/Initial, the School Psychologist will open the meeting notice/consent. Once it
is open, you can open the IEP
• Teacher will complete the whole IEP
• Every time there is a change for a more restrictive program (adding paras, more restrictive setting or a
related service is added), the School Psychologist must participate in the meeting. She/He may partici-
pate via telephone
• TRIENNIALS, REEVALUATIONS AND INITIALS WILL ONLY BE SCHEDULED AFTER YOUR IEP HAS
BEEN REVIEWED, CORRECTED AND APPROVED BY YOUR COORDINATOR

Invitation Letters
• IEP Invitation Letters (4-5 letters: Student Invitation, Parent Invitation, Agency Information—if you don’t have
it, Consent to Invite Medicaid Service Coordinator (MSC) and MSC Invitation must be completed and sent
home.
• After scheduling an IEP Meeting, IEP Invitation Letters will be completed with all the information that you pro-
vided. To edit and print the letters, click “Edit in Word” on the online version. To re-send or update the letters,
visit: https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/IEP-Letters-of-Invitation.aspx
• IEP Invitation Letters are also available in English, Spanish, and Chinese at the 721Q Website at
https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/IEP-Letters-of-Invitation.aspx
• IEP letters must be faxed into SESIS as a “Document Related to the IEP” and labeled “IEP Invitation
Letters” (See Page 8)

Important
• Remember to print a coversheet before faxing any document to SESIS (See Page 8).
• Make sure you label your document
• Do not reuse coversheets. If a document doesn’t attach you must print a new fax coversheet
• Make sure that documents faxed to SESIS are uploaded in the student’s documents section
• Have the meeting only after corrections requested by your Coordinator are made.
• Eric Rosenberg (Transition Coordinator - Room 112) will check Level I and Level 3 Assessments

721Q IEP Meetings Calendar

All IEP Meetings can be viewed at https://nycdoe.sharepoint.com/sites/P721QTrips/Lists/IEP%20Meetings/calendar.aspx
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Planning your IEP Meeting

Plan Ahead! Early Planning Is Essential
Reminder: Due Date is the date in which the IEP must be finalized by to be in compliance
*IEPs due in September and October are an exception to this planning tool

• Open your IEP at least two months before the IEP Due Date
• To Open IEPs:
 For Annual Reviews: Create the Notice of IEP Meeting to open the IEP (See Page 9)
 For Initials, Reevaluations and Triennials: Ask Naila Haque (extension 1552) to open the Referral for
a Mandated Three Year Reevaluation and Assessment - Assessment Planning. Once these two docu-
ments are open, you will scroll down the “Create New Document” and click on “Individualized Education Pro-
gram (IEP)” to open the Triennial

Student’s Name (XXXXX)

• After the IEP has been opened, visit the school website by go to Faculty -> IEP Meetings -> Schedule IEP
Meeting -> “Schedule Meeting”. When you complete the form with all required information,
• Related Service providers will be notified that the IEP is open and gives them 2 weeks to add their
parts (you will also complete your parts)
• A tentative date for the IEP Meeting is added to the IEP Meetings Calendar
• When all parts of the IEP are complete, visit the school website by go to Faculty -> IEP Meetings -> Review
IEP -> “Submit Request” at least one month before the IEP meeting. When you complete:
• All IEP Team Members are provided with feedback on the draft IEP and meeting details.
• Your Coordinator will read the Present Levels of Performance and Individual Needs, Measurable Post Sec-
ondary Goals, Measurable Annual Goals, and Coordinated Set of Transition Activities for corrections.
• If they are simple corrections, you will receive an email on SESIS with those corrections.
• If there is need for more help, your Coordinator will email you to schedule a meeting for IEP support on your
PA period. Your Coordinator and/or AP may require that you use the worksheet to support the IEP writing
process.
• REMINDER: It is the teacher’s responsibility to make sure that all the parts were completed in the IEP
before submitting that IEP for review and that the information that is not being reviewed by your Coordina-
tor is accurate
• INITIALS, TRIENNIALS AND REEVALUATIONS WILL ONLY BE SCHEDULED BY NAILA HAQUE
AFTER YOUR IEP HAS BEEN REVIEWED, CORRECTED AND APPROVED BY YOUR COORDINATOR
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Fax Coversheets/Events
Creating a “Fax Coversheet” to fax “Documents Related to
the IEP”
SESIS users must use a fax coversheet when faxing a document into SESIS. Every fax coversheet contains a unique bar
code that identifies the type of document and which student it belongs to. A new fax coversheet must be created each
time a document is faxed into SESIS. Fax coversheets may not be reused.

To create a fax coversheet

1. Locate the student.
2. From the Actions bar, click Documents. A list of all existing documents appears.
You will need to create a new document.
(This will be “Documents Related to the IEP”— You must label it with the title of the document you are faxing
in (e.g.: Level 3 - November 2018; Level I Parent, Teacher and Student).
4. From the Actions bar, click Print, then click Fax Coversheet. The Fax Coversheet page appears.
5. From the Category drop-down menu, choose the appropriate category. (Documents related to the IEP)
6. From the Form drop-down menu, choose the appropriate form. (Documents related to the IEP)
7. Complete the remaining fields. (Date received/completed) Click the Print button. The fax coversheet appears in Adobe
Acrobat.

8. In Acrobat, click the print ( ) icon. The Print dialog box appears.
9. Choose the appropriate printer and click the OK button. The fax coversheet prints.
10. Fax the document into SESIS using the number on the fax coversheet.

Creating an Event in SESIS

Student’s Name

Student’s Name

Parent was called to confirm date and time of IEP

meeting

Link the event to the correct document

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Opening an IEP Annual Reviews

ONLY

The steps must be followed in order:

1. Open the Notice of IEP Meeting.

2. Complete the Notice of IEP Meeting.

10 school days before the meeting

XXXXX

XXXXX XXXXX

XXXXX

XXXXXXXXXX

XXXXXXXXXX

3. Finalize the notice of IEP Meeting. Once this is done, you will be automatically prompted to create the IEP by
clicking on a statement (Click here to develop the IEP).
4. If you need to change the meeting date after you finalized the document, create another notice of IEP meeting
by labeling the new document (Updated IEP Meeting Date).

Important Note: If the previous IEP was a Triennial, Reevaluation or Initial, the notice of IEP will not re-
vert back to Annual.
If the process stage that you want is NOT the process stage you see, and you are SURE that you are correct,
do the following:
a) Open the meeting notice letter. If it says anything but Annual, select “Annual” and you will notice the following
statement: “If the student's process stage is incorrect, select this checkbox to update to the process stage cor-
responding with the Notice you have selected and save this document.”
b) Click 'EDIT' and check that box at the end of the statement. When you hit 'save done editing' the process will
be changed.

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Scheduling Your IEP Meeting

School Website
www.P721q.com

To schedule an IEP Meeting, go to the school website and go to “IEP Meetings” under the Faculty tab.

Next, click on the “Schedule IEP Meeting” icon and select “Schedule Meeting”

Click on “Save” when the form is complete. At this point, a notification e-mail will be sent all identified IEP Team
members, the meeting is added to the IEP calendar, and all five Invitation Letters are generated.

E-mail provides suggested deadline

dates, Invitation letters, access to IEP
Team Member Excusal letter.

View of upcoming IEP meetings by

going to the “IEP Meeting” page under
the Faculty tab on the school site. Here
you can add meetings to your personal
calendar.

Invitation Letters can ONLY be

viewed and edited by clicking “Edit in
Word” from the Word Online Doc.
Note: It is your responsibility to also print the
“Notice of IEP Meeting” from SESIS to send home
with the Invitation Letters.

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Using Level I Assessments to write the Parent, Student

IEP and Teacher

• Level I Assessments must be completed by parent, teacher, and student (when student is able to complete it)
• Level I Student Assessments can be differentiated to the student’s cognitive level (pictures, options, etc.). We
have three different versions of that Assessment
• Level I Parent Assessments are available also in Spanish and Chinese. Explain to the parent/guardian that
the Level I will be used to plan the IEP. To view direct links to Level I Assessments (see page 17)
• Make sure that the Level I Assessments completed by parent and students are realistic! If they are not
realistic, you should have a discussion with the parent/student and educate him/her on Transition. If you need
any help with this, please contact Peter J. Rice or Eric Rosenberg
• All Level I Assessments must be faxed together into SESIS as “Documents Related to the IEP” and labeled
as “Level I: Parent, Student, Teacher”
• The information from the Level I Vocational Assessments must be present all over the IEP. Every time you
are using information from the parent/student Level I, you must state that in the parent’s/student’s
voice (As stated by the parent/student in his/her Level I Vocational Assessment, …. / According to his/her
Level I Vocational Assessment, parent/student’s name stated that ...)
• Many sections of the IEP have information that come directly from the Level I Vocational Assess-
ments completed by the parent and the student such as: Activities of Daily Living (chores at home in stu-
dent’s and parent’s voices, traveling skills including ability to be an independent traveler as stated by parent,
future living goal in parent’s and student’s voices); Preferences (as indicated by parent and student in their
Level I Assessments); Interests (as indicated by parent and student in their Level I Assessments and Educa-
tion Post-Secondary Goal in the student’s and parent’s voices); Academic/Social/Physical Needs (as indi-
cated by the parent in the back of the Level I Vocational Assessment- Checked or circled items that the par-
ent would like us to teach his/her child); Physical Development (any medical conditions that would prevent
student to attend a volunteer program/vocational training/go to work)

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Rubric to develop the Well-Developed

Present Levels of Performance (PLoP) attributes

Organization/Placement
Grammar and spelling don’t show any errors.
All areas are completed
Repetition only exists when needed

Content/Evaluation
At least 4 formal and informal evaluations
Data and reports listed with scores/parameters and dates
Grade equivalency based on evaluations (approximately)
Level I for parent, student and teacher listed
All acronyms spelt out
NYSESLAT for ELLs and NYSAA listed when available (with scores and dates less than a year old)

Content/Academic/Social/Physical
All areas are completed with evidence based on evaluative tools
Complete picture of the student is painted
No subjective language/opinions/adverbs/adjectives
Strengths and needs in academic areas: Reading, Writing, Math and ADL (needs are addressed in goals)
All Related Services parts are in with the required information (strengths and needs addressed in goal)
Level I Assessments results are incorporated in the PLoP (ADL – chores at home and travel training, strengths,
preferences, interests, needs, and concerns during IEP meeting, future goals for education, employment and inde-
pendent living)

Management Needs/Effect

Related Services are listed with the mandates

Compensatory Strategies are listed
1:1 Paraprofessionals (HP, CP, Bus)/ Alternate Placement Paraprofessional is/are listed
Parent Training statement is listed
Assistive Technology is listed when applicable
Testing Accommodations are listed
FBA/BIP information is listed
Food Restriction and/or Nurse Services are listed

EFFECT OF STUDENT NEEDS ON INVOLVEMENT AND PROGRESS IN THE GENERAL EDUCATION CUR-
RICULUM OR, FOR A PRESCHOOL STUDENT, EFFECT OF STUDENT NEEDS ON PARTICIPATION IN AP-
PROPRIATE ACTIVITES is listed as mandated by the State.

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Nurse Services Daily or

As Needed
1. You must add SCHOOL NURSE SERVICES to the IEP under the Recommended Special Education Pro-
gram and Services section for students that require nursing services for medication/treatment services

“As needed” is for students that may need medication in “Daily” is for students that visit the nurse daily for
case of a non-daily medical issue (e.g. seizure) medication, have sugar levels checked, feeding

2. Ask the assigned nurse for the supporting documentation

3. In “Create New Document”, under IEP click on “Nursing Referral”

According to the Central Office,
Nursing Referrals should be creat-
ed at least 60 days prior to the IEP
annual review
4. Add the information on the referral

Select Non 1:1 Nurse if student is being

treated by the school nurse (select 1:1 Nurse
if student has his/her own individual nurse)

5. Print a Fax Coversheet and fax the supporting documentation into SESIS

6. Set Document from Draft to Review and email the Office

of School Health to finalize the document (ask Peter
Romanini or Jeanne Kramer for the contact)

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Attendance Page Well-Developed

attributes

• Click on the Attendance Page section of the IEP

• You should see the names that you entered on your Notice of IEP Meeting.
• Click YES on the right hand side, stating that YES they are attending the meeting.
• Students over the age of 14 are legally invited to their IEP Meeting. If parent states that he/she doesn’t want
student to attend the meeting, write “Parent requested student to be excused from meeting” on the page.
• Add any additional participants and click YES on the right hand side.
• If anyone is participating by telephone, click box underneath their ROLE, marking them as participated by
telephone.
• The form to excuse a member from the IEP meeting
can be found on the School Website by going to Faculty
-> IEP Meetings -> Schedule IEP Meeting -> click on
“IEP Member Excusal Letter” (see p.17)

• If an IEP member is excused from the meeting

by the parent write on the Attendance Page “Parent
excused (Name) (Role) from the IEP Meeting” and
have parent sign next to the statement.

• 1:1 Paraprofessionals are invited to the IEP meeting.

• Hit SAVE DONE EDITING
• Click Print (THIS SECTION)
• Change your printer option to LANDSCAPE and PRINT
• Go back to PRINT and PRINT (FAX COVERSHEET)
• CATEGORY : IEP
• FORM: Attendance Page
• Using the calendar icon select the date signed
• This date should match the date of the IEP meeting (this date pre-populates from the Cover Page, if it is in-
correct it must be corrected in the Cover Page section
• Click PRINT

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Request To Review Draft IEP

School Website
www.P721q.com

To request a review of your completed IEP Draft, go to the school website and go to “IEP Meetings” under the
Faculty tab.

Next, click on the “Review IEP” icon and select “Submit Request”

Click on “Save” when the form is complete. At this point, a notification e-mail will be sent all identified IEP Team
members, the meeting is updated on IEP calendar, and corrected Draft IEP is generated.

E-mail provides updated IEP meeting

date, corrections made to the draft IEP,
and access to 408 Forms & PWN
Acknowledgement Letter.

View of upcoming IEP Meeting dates is

updated with the your new meeting infor-
mation.

NOTE: If the meeting date is changed, docu-

ment it with Events Log in SESIS (p. 8)
.
Scanned copy of the reviewed IEP
Draft are attached and available to all
listed IEP Team Members.
Note: To be in compliance, it is your responsibility to
submit a request to “Review IEP Draft” at least ONE
month before the scheduled IEP Meeting date.

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Working with Documents

OPENS FILE IN WORD

(Desktop)

Note: To edit or review a pre-

viously created document, visit
the document library location
on the school site (see p. 17)
and, after checking the specific
document you would like to
view, click on “Open in Word”
to edit, modify, and/or print
your document.
Saves Automatically

Type the name of your

Return to your document document to save as.
library on the school site.

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Locating Supportive Documents

Location of Documents
To find all the documents that you have generated from the School Website, go to www.P721q.com and, under
“Faculty”, select “IEP Meetings.” Click on either “Schedule IEP Meeting” or “Review IEP” and scroll down to
review all available documents. Finally, click on the one you are looking to review or edit.

School Website
Document Name Location
IEP Procedure Guide https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/Review-IEP-
Drafts.aspx
[Review IEP]
IEP Template https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/Review-IEP-
Drafts.aspx
[Review IEP]
IEP Data Guide https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/Review-IEP-
Drafts.aspx
[Review IEP]
Level I Vocational Assessments https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/Level-One-
Vocational-Assessments.aspx
[Review IEP]
Level III Vocational Assessments https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/Review-IEP-
Drafts.aspx
[Review IEP]
Invitation Letters https://nycdoe.sharepoint.com/sites/P721QTrips/SitePages/IEP-Letters-
of-Invitation.aspx
[Schedule IEP]
IEP Team Member Excusal Letter https://nycdoe.sharepoint.com/sites/P721QTrips/IEP%20Meeting%20Ex
cusal%20Letter/Forms/AllItems.aspx
[Schedule IEP]
408 Forms https://nycdoe.sharepoint.com/sites/P721QTrips/408%20Forms/Forms/Al
lItems.aspx
[Schedule IEP]
PWN Acknowledgment Letter https://nycdoe.sharepoint.com/sites/P721QTrips/Acknowledgement%20of
%20PWN%20Letter/Forms/AllItems.aspx
[Schedule IEP]
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Your IEP Meeting

Sample IEP Meeting Agenda
1. Introduction of team members (names and titles)
2. Sign attendance page (it doesn’t indicate agreement with the IEP, it indicates that member was present)
3. Share the purpose/outcomes of the meeting (chair of the meeting)
4. Share assessment reports and discuss/determine present levels (discuss the areas of progress and student
present level regarding previous IEP goals) - each team member
5. Ask for guardian and student (when applicable) input regarding the Present Levels of the student and the pro-
gress (take notes of guardians concerns) - each team member
6. Ask guardian about student’s Medicaid Service Coordinator (MSC) and Agency (get their names to review
it/add it to the IEP). If guardian doesn’t have a MSC, give guardian a list of MSCs (state that in the IEP) and the
contact of the Transition Coordinator (Eric Rosenberg)
7. Share Measurable Post-Secondary Goals (education, employment and future living)
8. Ask for guardian and student (when applicable) input regarding the Measurable Post-Secondary Goals for the
student. Make sure they are realistic (take notes of guardians concerns)
9. Share IEP goals - each team member
10. Ask for guardian input regarding the IEP goals (take notes of guardians concerns) - each team member
11. If guardian hasn’t share any concern, ask guardian about their concerns for transition, feedback on the IEP
and add these concerns/statements to the applicable section (see below) of the IEP. Make sure you add that
these statements were made during the IEP meeting
• ACADEMIC, DEVELOPMENTAL AND FUNCTIONAL NEEDS OF THE STUDENT, INCLUDING CONSIDER-
ATION OF STUDENT NEEDS THAT ARE OF CONCERN TO THE PARENT:
• SOCIAL DEVELOPMENT NEEDS OF THE STUDENT, INCLUDING CONSIDERATION OF STUDENT
NEEDS THAT ARE OF CONCERN TO THE PARENT:
• PHYSICAL DEVELOPMENT NEEDS OF THE STUDENT, INCLUDING CONSIDERATION OF STUDENT
NEEDS THAT ARE OF CONCERN TO THE PARENT:
These guardian statements must also be added to Parent Concerns under Summary Page: **REQUIRED**
List all parents concerns found in the Present Levels of Performance (Academic, Social, and Physical). If none
were found in the Level I, during the meeting you will ask the parents about concerns regarding the future and
state them here. “As stated during the IEP meeting, parents concerns are…” DO NOT LEAVE THIS SECTION
BLANK

12. Review summary of notes taken during the meeting

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Chapter 408 Forms

Teachers and Related Service Providers sign updated Chap-
ter 408 (Form 2) - Teacher & Related Service Provider Veri-
fication Form
• Chapter 408 forms state that teachers and related service providers have access to and reviewed the stu-
dent’s IEP.
Student Name: Date signed: School Year: 2017-2018

Program Recommendation(s) List all related services:

Signature of Principal's Designee: IEP Date:

Role/Relationship to student Indicate C (copy of IEP) /

Print name of Teacher or Related Signature
(i.e., Counselor, Phys. Ed. Math A (electronic access) or A
Service Provider &C for both
Teacher. etc.)

• Chapter 408 forms should be given to Ron Markovitz (Room 105P)

• Extra Forms are available on School Website.

• Chapter 408 forms must be completed in the beginning of the school year, every time a new IEP is finalized
and during Chapter 683.

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Finalizing an IEP
Attendance Page
• You must print a fax coversheet for the Attendance Page 1. Click on the “Attendance Page”
section of the IEP
2. Click on “Print”
3. Click on “Fax Coversheet”

4. Click on “Category” “IEP”

5. Click on the Date the Attendance Page
was signed and if Parent and District Repre-
sentative attended the meeting
6. Click on “Print”

7. A fax coversheet will be generated

8. Send the signed Attendance Page with the fax coversheet to SESIS
9. Once the Attendance Page attaches to the IEP, you can finalize
the IEP

10. If the Attendance Page doesn’t attach, you have to redo

the Fax Coversheet and fax the Attendance Page again by fol-
lowing these steps

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Finalizing an IEP Annual Reviews

ONLY

How to finalize an IEP

Important: An IEP must be finalized in 24 hours of the IEP meeting (unless there are technical issues)
1. While in the student’s IEP, click on “Set Document” “Status Draft to Final”

2. You must notify the Related Service Providers that work with that student, Peter J. Rice and Ron Mar-
kovitz that the IEP was finalized. The name of the staff referenced in the IEP will be listed below, you can add
their names by clicking on them. You will add Peter J. Rice and Ron Markovitz by clicking on “Staff User ID”

3. Once you click on Staff User ID, a window will open for you
to type the staff member’s name you want to notify, click on “Search”

4. A list of DOE staff with that name will show, “Select” the correct one.
You can also click on the name listed on “Recently Selected Staff” if
you that staff member’s name is listed there

5. After all the names are listed, your screen will be

back to the picture from Step 2, Click on “Accept”
6. The following screen will open, click on “OK”

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Finalizing an IEP
Prior Written Notice Package (PWNP)
• The Prior Written Notice Package will open. It must be completed when you finalize the IEP and will be
sent home with the finalized IEP and the letter of acknowledgement (Page 24)
Click on “Complete the
Prior Notice if a new place-
ment is not needed”

Subject of this Notice:

Click on
“Reevaluation/Annual”

at

None noted
at

Coordinator’ Name at site’s phone number

School Psychologist’s Name site’s phone number

Teacher’s Name

Teacher’s Name at site’s phone number

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Prior Written Notice Package (PWNP)

Click Send/Print
• Once you complete and save your PWNP, you must finalize it

Very important: You must click “Send/Print Letter” or you IEP will not be in compliance!

• Click “Ok” on the “Record sending letter as event” window

• “Accept” the ““Send Letter Event” or your PWNP will not be in compliance

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Notice of Acknowledgement Must be sent home

and faxed into
SESIS

Notice of Acknowledgement of Recommendation of Ser-

vices as listed on the Prior Written Notice/Notice of Rec-
ommendation
Notice of Acknowledgement of Recom-
mended Services listed on the PWN. It must
be sent home with the finalized IEP and the
PWNP. It will be returned to the teacher
and then faxed into SESIS

•The “notice of acknowledgement of services as listed on the

Prior Written Notice/Notice of Recommendation” must be sent
home with the finalized IEP and the Prior Written Notice
Package
• It indicates that the parent/guardian is aware of the Recom-
mendation of Services for the student. it doesn’t indicate agreement
• The “Notice of Acknowledgement of Services” can be found on the school website by going to Faculty -> IEP
Meetings -> Schedule IEP Meeting -> “PWN Notice of Acknowledgement” (See Page 17).
• After the parent has signed and returned the “letter of notice and acknowledgement for his/her child’s Recom-
mendation of Services, you will need to fax that into SESIS
• Go to the page that lists all of the students documents
• Click create, under IEP, select Documents related to the IEP, click GO
• In the comment/label box, type “Notice of Acknowledgement of Services”
• Click create, print, fax coversheet, category, document related to IEP, form document related to IEP
• Fax the coversheet along with the notice of acknowledgement to the fax number on the coversheet
• Parents/Guardians have 10 school days to return the notice of acknowledgement. If parent doesn't re-
turn the notice in 10 school days, it indicates acknowledgement and you will create an event (See Page
8) recording the date you sent the notice of acknowledgement home and stating that parent/guardian
has not returned the notice of acknowledgement

Teacher’s Responsibilities after an IEP is finalized:

• Send the finalized IEP, the finalized Prior Written Notice Package and the Notice of Acknowledgement home to
the guardian. Parents and ACS can request copies of IEPs any time. Other non-school staff must have writ-
ten authorization from the parent/guardian to have access to the student’s IEP
• The services and goals (including the data collection for IEP goals) in the finalized IEP start 1 school day after
the IEP is finalized

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Correcting a Finalized IEP Clerical Errors

ONLY

SESIS allows users to update a previously finalized Individualized Education Program (IEP). However, an IEP can
only be updated if the student's parents or guardians provide consent.
This is how to update a finalized IEP for clerical errors:
Amend without an IEP meeting. This option requires the parent or guardian to sign a waiver, which includes the list
of proposed changes. THIS IS ONLY FOR CLERICAL ERRORS. DO NOT DO A WAIVER TO CHANGE A MAN-
DATE OR A GOAL. TO CHANGE A MANDATE OR A GOAL YOU MUST RECONVENE THE MEETING.

1. To amend a finalized IEP

2. In SESIS, locate the student's profile.
3. From the Actions bar, click Documents. A list of all documents for the student appears.
4. From the Create New Document drop-down menu, choose Waiver to Hold an IEP Meeting to Amend the
IEP.
5. Click the Go button.
Waiver of IEP Meeting to Amend IEP

1.
2.
3.
4.
5.
6.
5. Click the Create button. The Waiver of IEP Meeting to Amend IEP document appears.
6. Label your document in the Label/comment box with the change you are making (e.g. add missing OT
goals, change language of speech, etc…)
7. In the Date field, click the calendar ( ) icon and select the date the notice will be sent.
8. Indicate the date of the last IEP meeting.
9. In the From field, indicate what is currently recommended on the finalized IEP (e.g. Special Class in English,
no Occupational Therapy goals).
10. In the To field, indicate the proposed amendment (e.g. Special Class in Spanish, Occupational Therapy annual
goals).
11. Click the Save, Done Editing button.
12. Click Send/Print to print the notice. Important: Clicking Send/Print tells the system that this notice was
appropriately created. SESIS will prevent the amended IEP from being finalized without an attendance
page if this step is skipped.
13. Call the parent to explain the change in the IEP and send the notice to the student's parents or guardians to be
signed and returned.

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JOH N F. K E N NED Y JR. SC H O OL - IEP S UPPORT G UID E

Correcting a Finalized IEP Clerical Errors

ONLY

14. When the parents or guardians return the waiver signed, record their response in SESIS by creating a
FAX coversheet. FAX into SESIS the waiver with the parent signature agreeing with the change with the FAX co-
versheet. Important: SESIS will prevent the amended IEP from being finalized without an attendance page if
this step is skipped. The consent must be sent with the appropriate fax coversheet and the coversheet
must include an appropriate date.
15. Finalize the Waiver of IEP Meeting to Amend IEP document after the waiver signed by the parent was up-
loaded in SESIS.

16. On the Actions bar, click Documents. A list of all documents for the student appears.
17. Click the link for the finalized IEP that needs to be amended.
18. From the Actions bar, click More Actions.
19. From the pop-up window, click Create Revision of this Document.

20. Click OK. A new copy of the IEP appears in Draft status.
21. From the Actions bar, click the Select drop-down ( ) icon.
22. From the pop-up menu, click Cover Page. Note: The Cover Page may already be selected.
23. From the Actions bar, click Edit This Section.
24. Make all other changes to the Cover Page, as applicable.
25. Click the Save, Done Editing button.
26. Review each additional section of the IEP and make any necessary changes. Note: Each section must be
viewed in Edit mode and saved, even if no changes are made, before the IEP may be finalized.
27. Finalize the IEP document.
28. Create the Prior Written Notice Package for the revised IEP.
29. Complete the Prior Written Notice Package (same way you do when you finalize an IEP that is not a revi-
sion - See Page 22)
30. Finalize the Prior Written Notice Package.
31. Print the Prior Written Notice Package and the revised IEP.
32. Provide the finalized revised IEP and the Prior Written Notice Package to the parent.
Created and organized by Peter J. Rice- IEP Coordinator 26
AFTER THE IEP MEETING
P721Q

John F. Kennedy Jr. School

RESOURCE PAGE

NYC Department of Education

Standard Operating Procedures Manual: The Referral, Evaluation, and Place-
ment of School-Age Students with Disabilities
http://schools.nyc.gov/NR/rdonlyres/B658DB42-561D-4A93-9707-
1645FD3AE961/0/SOPM.pdf

The University of the State of New York

The State Education Department
Guide to Quality Individualized Education Program (IEP) Development
and Implementation
http://www.p12.nysed.gov/specialed/publications/iepguidance/IEPguideDec20
10.pdf

Oregon Goal Bank

http://www.bridges4kids.org/IEP/iep.goal.bank.pdf

NYC Department of Education

The Individualized Education Program (IEP) Meeting
http://schools.nyc.gov/Academics/SpecialEducation/SEP/meeting/default.htm

SANDI (Student Annual Needs Determination Inventory)

https://sandi.forallschools.com/login/

John F.
John F. Kennedy
Kennedy Jr
Jr.School
School -–P721Q
P721Q IEP IEP
Support Guide
Support Guide 27
AFTER THE IEP MEETING

2018-2019 CALENDAR

P721Q Mainsite P721Q @ Infotech H.S. P721Q @ Maspeth H.S. P721Q @ Queens College
57-12 94th St. 21-16 44th Rd. 54-40 74th St. 64-19 Kissena Blvd. (Kissena Hall – I)
Elmhurst, NY 11373 Long Island City, NY 11101 Elmhurst, NY 11373 Flushing, NY 11367
(P) 718-760-1083 (P) 718-937-1682 (P) 718-803-7140 (P) 718-997-3064
(F) 718-760-1920 (F) 718-937-1847 (F) 718-803-7145 (F) 718-997-3069

Created and organized by Peter J. Rice-

Rice -IEP
IEPCoordinator
Coordinator 28