Impartial Hearing Reporting System Help File

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This site is designed to assist users with understanding and navigating the Impartial Hearing Reporting System (IHRS). From basic information about IHRS to closing a case, many answers to your questions may be found here.

We appreciate your feedback! We're always enhancing IHRS to not only update the system according to changing regulations but also to provide the user an easy and efficient experience in fulfilling their reporting requirements. If you have any questions, require assistance or have comments and/or suggestions regarding IHRS, please email us at: specedih@nysed.gov.

Getting Started — Impartial Hearing Process

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Relevant New York State Regulation(s):

  •  8 § NYCRR Part 200.5 (j)(3) 

The Regulations of the Commissioner of Education outline the school district’s responsibility to report data on impartial hearings to the State Education Department’s Office of Special Education. Any district that receives or initiates a request for an impartial hearing must immediately enter the request and record all relevant case information in the web-based Impartial Hearing Reporting System (IHRS). IHRS is a real time system, data entered by the district is immediately recorded and displayed for the purpose of daily monitoring of the timeliness of impartial hearing decisions. The school district’s timely data entry is key to accurate reporting.

Confidentiality is assured in IHRS because no student-specific identifying information is captured. IHRS does not record the name of the student, parents or attorneys involved in an impartial hearing case. A case number is assigned upon the school district’s entry of a record. This case number is used in all references to the case. In IHRS school districts have access to their own case information and Impartial Hearing Officers (IHO) have access to information in cases to which they are appointed.

Responsibilities for Data Reporting and Monitoring

School District Responsibilities

The school district is responsible for timely reporting of all dates and actions related to an impartial hearing in IHRS throughout the process, from receipt of request to closing the case. The district’s policies and procedures relative to impartial hearings and reporting should address each of the items below:

  1. Training for all district staff involved in the impartial hearing process (i.e. contacting the IHO, representing the district in the hearing, attending the hearing, entering hearing data to the IHRS etc.). Useful elements to include in the training program are:
  • The Commissioner’s Regulations regarding impartial hearings (200.5) which are posted on the State Education Department (SED) website at: http://www.p12.nysed.gov/specialed/lawsregs/2001-2005-809.pdf
  • Contents of SED’s guide to the “Impartial Hearing Process for Students with Disabilities.” This document is posted on the SED website at: http://www.p12.nysed.gov/specialed/publications/policy/ihprocessguide.htm.
  • Contents of the IHRS Help File. This information is accessed by clicking on the Help icon located anywhere in the IHRS site.
  • Emphasis on the timelines related to the request, appointment, hearing, extension and decision events of the process. To access this information:

 

  1. Click on the Help icon located anywhere in the IHRS site to access the online Help File;

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Logging On to the Impartial Hearing Reporting System

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You may access the Impartial Hearing Reporting System (IHRS) from any computer with access to the Internet by going to the State Education Department home page at www.nysed.gov. See Steps to Log On to IHRS section below for additional directions. 

IHRS is available 24/7; however, technical assistance is provided only during regular business hours 8:30 A.M. to 5:00 P.M., Monday through Friday.

 

Accessing the Help File

The Help File is an online tool available to answer most questions regarding IHRS and is accessed by clicking on the Help icon located anywhere in the IHRS site. Other features related to the Help File include:

Tool Tips – Tool tip links are located on many IHRS screens that link specific areas to a relevant topic in the Help File.

Downloadable Forms – Forms are available on the Help File site, to download or use electronically, to assist the user in capturing information during the hearing process for data reporting in IHRS. Quick help guides and the Help File in PDF format are also available for downloading.

Technical Assistance – Technical Assistance updates regarding IHRS are reported on the Help File site to inform users of new or revised features, technical assistance memorandums, and other helpful information to assist users in better understanding the system.

How to Obtain an IHRS Username and Password

The applications accessed through the NYSED Web portal contain critical and sensitive information, so access to the applications must be confidential and secure. A username and password is required before attempting to access IHRS.

If you do not have an IHRS username and password you may contact your delegated administrator for the State Education Department Delegated Account System (SEDDAS). A delegated administrator is a school district staff person assigned by the school superintendent to create and manage user accounts and passwords for their own employees. If you do not know your delegated administrator you may contact the school superintendent.

If after successfully logging on and clicking on the IHRS Main Menu you find that the IHRS menu selections are not visible, you may not be entitled to the IHRS application. Please contact your entitlement administrator. An entitlement administrator only has authority to entitle a user to a NYSED Web portal application and can not assign user accounts or reset passwords. If an entitlement administrator has not been delegated for your district, please contact your delegated administrator.

If the delegated administrator experiences problems with accessing SEDDAS, assigning a username or resetting a password he or she may contact the NYSED SEDDAS Help Desk by phone: 518-473-8832 or email: seddas_help@mail.nysed.gov. The email should include the delegated administrator’s name, district and phone number.

About Usernames and Passwords

A username will consist of your first name and your last name with a period in between and is not case sensitive. A temporary password of eight characters that include random letters and numbers will be assigned to you and is case sensitive. For example:

Username: jane.doe
Password: pas12wrd

Assigned Access

After you have received your username and password the delegated administrator or the entitlement administrator will entitle you to access the IHRS application.

Your username determines what information you are allowed to view and which functions you are allowed to perform in IHRS.

Example:

School district and IHO users are allowed to view case information for their own cases ONLY. They have no access to cases from other school districts.

Three Tries Only

A user has three (3) attempts to log in. If you are not successful on the third attempt, your password is disabled and you are prevented from logging on in the future. Please contact your delegated administrator to request your password be reset.

Steps to Log On to IHRS

Step 1.

Open your browser application (i.e., Internet Explorer or Netscape Navigator).

Step 2.

Type http://www.nysed.gov in the Address/Search field on the browser tool bar at the top of the window and press Enter or click Go.

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Helpful Information

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Web Browser

IHRS may be displayed by the following web browsers:

  • Internet Explorer, version 5.x or higher
  • Netscape Navigator, version 4.5 or higher
  • Mozilla Firefox (full IHRS functionality not proven>
  • The AOL browser will not support IHRS

Download Progress

Response time will vary based on how you connect to the internet. Dial-up access to an internet service provider (ISP) is much slower than cable modem or DSL access.

The download progress bar at the bottom of the browser window displays the status of each page download. Please do not click again until the page is completely downloaded. 

Add to Favorites

You may mark the Portal page with a bookmark or as a Favorite. This will allow you to open this page automatically without typing the URL each time you want to log in to IHRS.

Timeout

IHRS will automatically log you out if there has been no screen action for 60 minutes. You will know you have been timed out if you receive an “Access Denied” message with the login prompt. Click the login prompt to log in again.

Print Web Pages

You can print anything displayed on your screen by clicking: File and Print from the menu bar at the top of the browser window.

Access, User Names and Passwords

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A username will consist of your first name and your last name with a period in between and is not ??? case sensitive.  When a User is created, that User is sent by email a link that will allow you to create your own password.  For example: 

Username: jane.doe
Password: Must contain 8 characters, one upper case, one lower case, one number and a special character.

Assigned Access

After you have received your username and password the delegated administrator or the entitlement administrator will entitle you to access the IHRS application.

Your username determines what information you are allowed to view and which functions you are allowed to perform in IHRS.

Example:

School district and IHO users are allowed to view case information for their own cases ONLY. They have no access to cases from other school districts.

Unlocking Your Password

A user has three (3) attempts to log in. If you are not successful on the third attempt, your password is locked and you are prevented from logging on in the future. If this happens, you will need to reset your password, using the “Reset Password” link in the red banner on the NYSED Business Portal page.  See (link in this Help File).

 

Opening a Case

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Relevant New York State Regulation(s):

 8 § NYCRR Part 200.5(j)(3)
 8 § NYCRR Part 201.11

What is a Case?

When a school district receives a request for an impartial hearing this request must be entered in the Impartial Hearing Reporting System (IHRS). A case refers to all information and actions associated with a particular request for an impartial hearing as recorded in IHRS.

All data entry in IHRS is performed or initiated on the Case Maintenance screen. Each case is assigned a unique numeric Case Identifier (ID). All case information is linked to the ID.

Note: The entire Case Maintenance form is longer than the display area. Use the vertical scroll bar on the right of the screen to view information at the bottom of the form.

Screenshot of Case Maintenance Screen:

What is an Expedited Case?

An impartial hearing request dealing with discipline issues pursuant to Section 201.11 is an expedited hearing request. Expedited cases have much shorter time lines and the time lines are based on school days.

When initially entering an expedited request in IHRS, the school district calculates and enters the compliance date. The school district must calculate the expedited compliance date because it is based on school days and the district has the most accurate information about their school calendar.

The compliance date is 30 school days from the date the district received the expedited request. When calculating the compliance date, day number one is the first school day after the receipt of the request. This date may be changed, if necessary (e.g. due to an unplanned school closing), by submitting a data change request. Please see the section Data Change Requests in Getting Started: IHRS Basics for more information.

The impartial hearing officer appointed to the case receives an email notification with the expedited compliance date calculated by the school district.

What is a CSE Case?

An impartial hearing request filed on behalf of a school age child is considered a Committee on Special Education or CSE case. The initial time line for a CSE impartial hearing is 45 calendar days.

What is a CPSE Case?

An impartial hearing request filed on behalf of a preschool age child is considered a Committee on Preschool Special Education or CPSE case. The initial time line for a CPSE impartial hearing is 30 calendar days.

When to Enter a Case

The district is expected to enter at least the required information immediately upon receipt of the request for impartial hearing.

How to Enter a Case

Required Fields

There are certain pieces of information that are required in order to open a case in IHRS. The data entry fields for these required items are marked with an asterisk *. The fields required to create a new case in IHRS include:

  • Institution*
  • Student Placement*
  • Request Date*
  • Student Classification*
  • Requestor*
  • Case Type*
  • Expedited?*
  • District Representative Name*
  • Expedited Compliance Date*

District Representative Phone, Extension and Email are not required fields however, they are helpful in facilitating communication between the district and the Office of Special Education about the case.

See the Steps to Initially Open a Case section below for more information on required fields.

Additional Fields

The following information is usually not completed when entering a new case but may be added at a later time if relevant to the case:

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