Recording services for students in SESIS

Service providers must use SESIS to record each service that is provided to a student. If a service is provided in a group setting, the provider must log the service for each student who receives the service. Providers can record each service individually for each student, or they can record information that is common for all students and then modify the information that is unique to each student. Session notes, when applicable, must be completed for each student individually. The service records can be viewed by any provider with access to the student in SESIS, and remain in the students record permanently.

Important: Services must be recorded and certified by the 15th day of the following month. SESIS will not allow a service to be captured after the 15th of the current month for services provided in the previous month. For example, if services were provided on 10/2, they must be recorded by 11/15. If services were provided on 3/30, they must be recorded by 4/15. Past sessions can be deleted if necessary, but not after the 15th of the next month.

To log services for students in SESIS

  1. Providers must complete separate records of individual and group sessions for each student and differentiate them by the Group Size field.

  2. Select from below.

If... Do this...
The service was previously scheduled in SESIS
  1. Click the Service Capture button on the Top Navigation bar.

    The Service Capture calendar appears with the student caseload displayed in the left navigation.

  2. On the calendar, click on the appropriate session.

    The Encounter Attendance form appears.

  3. Complete all relevant fields.

    Note: The details of the sessions should be logged exactly as they occurred and regardless of how they were scheduled. If details of the session changed during the session, document the reason in the session notes.

  4. From the Progress Indicator drop-down menu, choose the appropriate value.

  5. In the Session Notes field, type all relevant information.

    Note: Session notes are required for all providers except ESL teachers, SETSS teachers, and paraprofessionals. ESL teachers must indicate the group size if larger than eight.

  6. Check the certification checkbox.

    Note: The service capture is not considered complete until it is certified.

  7. Click the Save button.

  8. The service capture is saved.
The service for one student on one date was not previously scheduled in SESIS
  1. Navigate to the SESIS home page.

  2. From the Actions bar, click Service Capture.

    The Service Capture calendar appears with the student caseload displayed in the left navigation.
  3. From the caseload list, click the student's name.

    The student's name is highlighted.

  4. On the calendar, right-click the date on which the service occurred.

    Tip: If necessary, use the arrow buttons at the top of the calendar to navigate to another month.

  5. From the pop-up menu, choose Record Past Services.

    The Encounter Attendance form appears.

  6. In the Date of Service And Start Time field, type the date of the service, then type the start time.

    Note: You can record more than one session for each student in one day as long as those sessions do not overlap each other.

  7. From the Service Type drop-down menu, choose the appropriate service.

  8. Complete all relevant fields.

  9. From the Progress Indicator drop-down menu, choose the appropriate value.

  10. In the Session Notes field, type all relevant information.

    Note: Session notes are required for all providers except ESL teachers, SETSS teachers, and paraprofessionals. ESL teachers must indicate the group size if larger than eight.

  11. Check the certification checkbox.

    Note: The service capture is not considered complete until it is certified.

  12. Click the Save button.

    The service capture is saved.
The services for one student on multiple dates were not previously scheduled in SESIS
  1. Navigate to the SESIS home page.

  2. From the Actions bar, click Service Capture.

    The Service Capture calendar appears with the student caseload displayed in the left navigation.
  3. From the caseload list, click the student's name.

    The student's name is highlighted.
  4. At the top of the calendar, click Record Past Services.

    A small calendar window opens listing the previous month on the left and the current month on the right.

  5. Click all dates for which you are recording services for the student.

  6. Click the OK button.

    The Encounter Attendance common information page appears.

  7. In the date fields, type the start times for each service date.

    Tip: If all service dates will start at the same time, type a start time in the first date field and then click the Repeat Same Time button.

  8. From the Service Type drop-down menu, choose the appropriate service type.

  9. Complete all other fields that are common to each date of service.

  10. Click the Continue button.

    The common information is saved and the service capture record for the first date of service appears.

  11. For each date of service, do the following:

    1. Complete all additional information for this date of service.

    2. From the Progress Indicator drop-down menu, choose the appropriate value.

    3. In the Session Notes field, type all relevant information.

      Note: Session notes are required for all providers except ESL teachers, SETSS teachers, and paraprofessionals. ESL teachers must indicate the group size if larger than eight.

    4. Check the certification checkbox.

      Note: The service capture is not considered complete until it is certified.

    5. Click the Save button.

      The individual service capture record is saved.

    6. If you have another service to record, choose the next date of service from the Select Record drop-down menu.
The services for multiple students on one date were not previously scheduled in SESIS
  1. Navigate to the SESIS home page.

  2. From the Actions bar, click Service Capture.

    The Service Capture calendar appears with the student caseload displayed in the left navigation.

  3. Press the Ctrl key and click the names of the appropriate students from the caseload list.

  4. On the calendar, right-click the date on which the service occurred.

  5. From the pop-up menu, choose Record Past Services.

    The Encounter Attendance common information page appears.

  6. In the Date of Service And Start Time field, type the date of the service, then type the start time.

    Tip: You may click the calendar () icon and choose a date from the pop-up calendar.

  7. From the Service Type drop-down menu, choose the appropriate service.

  8. Complete the fields that are common to all of the selected students.

  9. Record the Group Size

    Important: Use the actual number of students who attended, not the mandated group size.

  10. Click the Continue Form button.

    The common information is saved and the service capture record for the first student appears.

  11. For each student, do the following:

    1. Complete each field that is unique to the student.

    2. From the Progress Indicator drop-down menu, choose the appropriate value.

    3. In the Session Notes field, type all relevant information.

      Note: Session notes are required for all providers except ESL teachers, SETSS teachers, and paraprofessionals. ESL teachers must indicate the group size if larger than eight.

    4. Check the certification checkbox.

      Note: The service capture is not considered complete until it is certified.

    5. Click the Save button.

      The individual service capture record is saved.

    6. If you have another student to record, choose the student's name from the Select Record drop-down menu.
The services for multiple students on multiple dates were not previously scheduled in SESIS
  1. Navigate to the SESIS home page.

  2. From the Actions bar, click Service Capture.

    The Service Capture calendar appears with the student caseload displayed in the left navigation.

  3. Press the Ctrl key and click the names of the appropriate students from the caseload list.

  4. At the top of the calendar, click Record Past Services.

    A small calendar window opens listing the previous month on the left and the current month on the right.

  5. Click all dates for which you are recording services for the students.

  6. Click the OK button.

    The Encounter Attendance common information page appears.

  7. In the date fields, type the start times for each service date.

    Tip: If all service dates started at the same time, type a start time in the first date field and then click the Repeat Same Time button.

  8. From the Service Type drop-down menu, choose the appropriate service type.

  9. Complete all other fields that are common to all selected students on all selected days.

    Tip: You will have the opportunity to adjust any selection you make on the common information page when you view each individual service capture record.

  10. Click the Continue button.

    The information is saved and the service capture record for the first student's first date of service appears.

  11. For each date of service for each student, do the following:

    1. Complete each field that is unique to the student for the date of service.

    2. From the Progress Indicator drop-down menu, choose the appropriate value.

    3. In the Session Notes field, type all relevant information.

      Note: Session notes are required for all providers except ESL teachers, SETSS teachers, and paraprofessionals. ESL teachers must indicate the group size if larger than eight.

    4. Check the certification checkbox.

    5. Click the Save button.

      The form is saved.

    6. If you have another date of service or student to record, choose the appropriate value from the Select Record drop-down menu.


Related topics
Scheduling services for students in SESIS

SH7483
Last revised: August 14, 2012