Recording absences and cancellations for therapeutic and support services

A student is considered absent from a scheduled session with a service provider when the student does not attend school that day, or when present at school, refuses to attend the scheduled session. Providers must log a short-term absence in SESIS when the student is expected to return after a short period of time.

A session should be recorded as cancelled when it is not held due to reasons other than student or provider absence. Examples of cancelled sessions include:

• snow days
  
• IEP or other school based meetings
  
• field trips
  
• exams
  
• DOE approved professional development for the provider
  

To record absences or cancellations

1. Navigate to the SESIS homepage.
   
   
2. From the Actions bar, click the Service Capture button.
   
   
3. The Service Capture calendar appears with the student caseload displayed in the left navigation.
   
   
4. Select the student, students or Caseload Group from the Caseload list to the left of the Services Calendar for whom the service is to be recorded.
   
   
5. Click the Record Past Service link on the Services Calendar.
   
   A calendar with the current and previous month appears.
   
   
6. On the calendar, click on the date(s) of the session(s) you want to record and click the OK button.
   
   The Encounter Attendance Service Record appears.
   
   
7. Record the planned session times in the Start Time and End Time fields.
   
   
8. For the Session Type, select either Student Absent, Provider Absent, or Cancelled from the drop-down menu.
   
   
9. Indicate in the Session Notes the reason for the cancellation, provider absence or student absence, if known.
   
   
10. The Service Location, Service Description, or Progress Indicator do not need to be completed.
    
    
11. Check the certification checkbox. All Service Records must be certified.
    
    
12. Click the Save button.

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