FAQ 

How do I send a device to the District 75 Office?

When sending a device back to our office: 

1. If you are replacing a device through a repair/replacement ticket, you will get email with instructions and a mailing label. 

2. If you find a device in your school or are taking a device off the IEP, and need to send it back, you can use the attached mailing label and package note below. KEEP IN MIND that the mailing labels are NOT PREPAID and your school will have to post the device. 

THESE ARE SAMPLES, PLEASE DOWNLOAD AND MAKE YOUR OWN COPY BEFORE EDITING

RETURN-MAILING-LABEL-

RETURN-PACKAGE-NOTE

Where do I find info on mounting or access?

What are the updated guidelines?

Where do I get help with app downloads or device troubleshooting?

Where do I request a repair, replacement or accessories?

Where do I find information on different apps?

Where do I find information if my student is graduating?

I have a referral that is open or in review, but I would like to use the updated procedures/guidelines. If you have an active referral and APD/PWN case open but would like to change the process to include the updated guidelines, please email D75ATScheduling@schools.nyc.gov before submitting any new forms or editing documents. There are detailed instructions and supports that will be provided based on the current status of your SESIS documents for that student. This also applies for school based evaluations- please see that section below.

If I followed track 1 for my student, does the device get added to the IEP? YES. All IEP mandated AT devices must be added and reflected on student IEPs. 

How do I add it to the IEP? What kind of meeting do I need? 

The recommended AT must be added to the student’s IEP and reflected throughout all relevant sections. The timing of the last IEP should be considered when adding AT without an assessment through the following processes 

1. Annual IEP Meeting - AT can be added by the IEP team - Psychologist is not required to be present. Consider using the annual process if the determination for AT is close to the next scheduled Annual meeting. 

2. Notice of Reconvene/Amendment - use Reconvene if an annual meeting already took place.

• If the prior meeting was a typical annual review/IEP, Psychologist is not required to be present 

• If the prior meeting was a Re-evaluation or a Tri Psychologist MUST be present

Where do I look on the IEP to see if my student has AT on their IEP?

In the student's record (Documents) in SESIS, Find the most recent IEP. Go to Recommended Special Education Programs/Services and Scroll down to Assistive Technology Devices and/or Services to see what is listed. If the goals or PLOP mention AT but the programs do not, there may have been an error, check previous IEPs and make sure it was not left off the IEP. 

Where do I look on SESIS to see if my student had an AT Assessment previously?

Go to the student's record in SESIS and look through the student's documents to find Assistive Technology Evaluation There should be an AT report and/or an AT equipment form. 

Due to updated regulations, there may not be an AT Assessment. A Document Related to IEP should contain a CCC and CDT, which should indicate the device chosen.​​​​​​​ If an app was chosen after a trial, it should be reflected within the student's records or IEP, in order to be clear for future providers and continuation of service. 

What is the difference between low-tech and high-devices and what are the differences in evaluative processes?  Use the Consideration checklist to determine your student's skills, then to determine which support is needed.

My student has an AAC app, can I receive the same application to work with them, or get one programmatically to use at my site? Programmatic applications should be provided from your administration or speech supervisor. All providers have CoughDrop which provides an Evaluation tool as well as multiple implementation uses. There are other free applications such as GoTalkNow, SnapCoreFirst  (free with ASHA number) etc.

 Please see this page for application details 

I don't know which kind of evaluation is right for my student. What's the difference between Initial/Re-eval/Change of Device?​​​​​​​ 

 If the IEP team is ready to make a recommendation for an initial device procurement, OR a change from a static device to a dynamic, you will follow this process: AT Consideration and Determination Process 

If your student is making a change of device or change of app that is on the same level (static to static or dynamic to dynamic), please use the Change of Device form. A justification letter is no longer required. 

My student has been evaluated by the CAT Team and I want to change the device, it is missing or was never provided, what do I do?

Please use this form.

What procedures do I follow to send a device home? We highly recommend getting the device going home letter signed, and training the parent before sending it back and forth. HOWEVER, if parent can't come in for a training and wants the device at home first to train before signing it, use your judgement. Either way, always document any communication with the parent in SESIS. If you require a consult/training with our team, please use this form to request one. (see below)

Can parents get a code to add dynamic app to their personal device, or buy an app? Codes are for the student's IEP driven device and we recommend use of one device across all environments. However, sites like CoughDrop can be the exception for a cloud-based experience and TDSnap has a partner app. If the parent is considering purchasing a device, make sure they are aware of the AT Assessment process. 

Does the Central AT Team provide trainings to parents and staff?  Yes! Use the form below to request one for a student with an IEP driven device. If you want a general app training or are interested in a PD, please see our calendar and news.​​​​​​​

Home/Parent Links

AT and AAC Consult/Training

DEVICE GOING HOME LETTER

What do I do with a broken iPad? see link below

What do I do with a broken device that is not an iPad?  see link below

How do I request a replacement charger or other accessories? see link below

Do I need a police report? Only for STOLEN devices. Lost devices no longer require a police report. If you need the link:  https://nypdonline.org/link/1017

What do I do with broken equipment? Computer Equipment Disposal Policy

Who is responsible for opening the APD / PWN in SESIS? Your IEP Psychologist/SBST person is responsible for this and should know the process. Make sure to include them from the first conversation so they know you are starting this process. 

I want to fill out a referral, but I have questions about what to include.  See the AT Assessment page for details on what to include, especially in the “additional comments” section.

My student no longer needs a device, what do I do with it? (Physically, and for the IEP) Physically, the school is responsible for shipping the device back to the District 75 Office at 400 1st Ave, Room 512, NY NY 10010.

For the IEP, you need to get a signed letter from the parent saying that they agree with the IEP team's recommendation to remove the device from the IEP. This should be uploaded to SESIS, after which you can re-open the IEP and take the device off. Make sure to check all sections so as not to cause confusion going forward. 

Who is responsible for making sure a device follows a student when they switch sites or organizations? This is very case by case, but if you are the point person for the student, generally you are responsible. You can mail it, physically bring it, make the parent responsible over summer, etc. But no matter what your case is, make SURE you put everything in SESIS. Document everything in events, IEPs and upload parent letters etc. If needed, follow up when the new school year starts to ensure continuity. 

My student is graduating or moving, what do I do with their device? If your student is moving out to a school on the list  (Approved Private, Special Act, State-Operated and State-Supported Schools in New York State) they can keep their device http://www.p12.nysed.gov/specialed/privateschools/home.html

If your student is moving far out of state and not to an approved school from that list, they have to return the device to the district, and their new school is responsible for providing the device. 

• For the device they currently have, you can email D75ATTeam@schools.nyc.gov to ask whether to mail back the device. In some cases, depending on the age of the current device and the programmatic need at your school, you may be able to keep it in your inventory for programmatic purposes.

• Whether using Ablenet or NuMotion, there are live chats available to walk you through the process and answer questions. 

If you have multiple students graduating at your site, you can start a benefit check yourself (see the link below). If you are at a large site with many students graduating with AT every year, consider reaching out to Mary for a "Program Manager", someone who will manage the contacts, benefits, parent information and insurance of these students, and support you in getting their devices funded. 

NuMotion Contacts:

Amanda Whipple MS CCC-SLP Director of Augmentative Communications ​​​​​​​

Phone: (585) 470-7575 Fax: (888) 424-3994 Email: amanda.whipple@numotion.com 

John Wesnofske, ATP Augmentative Communication Specialty Account Manger 

Mobile: (631) 332-9442 Fax: (888) 424-7838 Email:  john.wesnofske@numotion.com 

For Non-iPad devices

PRC Devices (Accents, NovaChats, Eye Gaze systems) - PRC has a funding team that supports providers in submitting paperwork to insurance companies

General information: 

www.prentrom.com

Funding Support: 800-268-5224

Technical Support: 800-262-1990

Local Contact - Catherine Snider, MA, CCC-SLP PRC Regional Consultant​​​​​​​

Cell: (347) 585-4859                

catherine.snider@prentrom.com​​​​​​​

​​​​​​​Tobii/Dynavox (Indis, i110, Eye Gaze systems) - Tobii/Dynavox has a funding team that works with providers in submitting paperwork to insurance companies

General information: 

www.tobiidynavox.com ; www.mytobiidynavox.com

Funding: https://efunding.tobiidynavox.com/

Tech & Customer Support: 800-344-1778

Local Contact - Tara Mullen M.S. CCC-SLP, TSSLD​​​​​​​

• Mobile: 718.608.5277

• Email: Tara.mullan@tobiidynavox.com