What is SEA?

  • Sea stands for Special Equipment Amount
  • SEA Funding is used to assist school boards with the costs of equipment essential to support students with special needs

Who qualifies for the Special Equipment Amount (SEA)?

  • SEA funding can be used to assist boards with the costs of equipment essential to support students with special needs where the need for specific equipment is recommended by a qualified professional and this equipment is necessary to provide students with accommodations to access the Ontario curriculum and/or a board-determined alternative program.
  • Students do not have to be identified as being exceptional students through the Identification, Placement and Review Committee (IPRC) process for boards to apply for SEA funding.
  • Evidence of the use of equipment must be documented in the student’s individual Education Plan (IEP).

What are eligible SEA expenses?

  • Eligible expenses include all costs associated with acquiring equipment to meet student’s special education needs as well as the related costs for peripherals and training that are required to make equipment operational.

What are the Board’s responsibilities with respect to SEA Equipment?

  • SEA equipment is Board property and the board has a responsibility to develop internal operating policies and procedures regarding the purchase, repair, use and disposal of SEA equipment.
  • Efforts are made to share equipment among students when appropriate. Boards are expected to make cost effective choices about acquiring appropriate equipment.

Some examples of eligible expenses are:

Speech analysers Adjustable desks/ computer tables Warranties
FM systems Braillers equipment for board provided transportation
(ie. Lifts, Car seats)
Soundfield systems
*Trial period required		 Symbol or letter voice translator Walkers*
WRDSB provides transportation for walkers. If circumstances arise which prevent such transportation, a SEA claim may be initiated
Amplification systems Insulated booths or study carrels Personal care aids or devices
Print enlargers (low vision) Communication aids (speech synthesizer) Lifts or harnesses for moving students
(elevators and stair climbers do not qualify)
Computer hardwareComputer software
(provides access to curriculum e.g Kurzweil, Inspiration, Classroom Suite)		 Positioning devices for sitting, standing, lying Training of staff and students required for use of SEA equipment
(OT time is not provided for)

Special Equipment that is required for teachers or staff to interact with students as they access their study or program is also eligible for SEA funding. This would include items such as microphones, lifting devices, safety vests or other protective equipment.

When does Special Equipment get ordered?

  • Claims may be processed at any time during the SEA cycle. The claim cycle for SEA currently runs from May 1st of one year to April 30th of the following year.
  • Claims are reviewed, equipment ordered and processed as quickly as possible.
  • Requests for SEA equipment may be made at any time in the year, although sometimes it is more efficient and cost effective to order in bulk, e.g. claims involving computer technology are generally processed in the spring. Claims may also be processed at any time during the SEA cycle.

How often can a claim be submitted for a student?

  • One claim can be submitted per SEA cycle for each student identified as requiring SEA equipment.
  • Each claim may include a variety of pieces of equipment. Additional items may be added at any time during the annual claim cycle (May 1st to April 30th)
  • While only one claim is submitted per student in each cycle, a student may have a new claim submitted in a subsequent SEA cycle.

Who pays for the Special Equipment?

  • Boards assume the cost of $800 for each claim submitted during the annual SEA cycle, May 1st-April 30th. This expense is allocated from the Special Education budget that is used to support all students in the system having special education needs.
  • The Ministry of Education is responsible for all additional costs above $800 associated with a SEA claim. As a result, equipment totalling less that $800 would not initiate a SEA claim.

What is the process to request Special Equipment?

  • The special education consultant or program leader must be contacted to initiate the SEA claims process.
  • Each school received a SEA binder that contains additional details regarding the process for schools to follow when submitting a SEA claim.
  • Board educational staff make final determinations regarding resources allocations (e.g. equipment). Input from a variety of sources, including recommendations from qualified professionals, is considered in light of Board guidelines and responsibilities.
  • Each individual case is scrutinized and decisions are made based upon a variety of considerations given the context and circumstances. In allocating equipment, each request is reviewed to determine if the student’s needs may be addressed with equipment already existing in the school.
  • This process ensures that Board funding is utilized responsibly to meet the multiple needs of all students and is done in a timely manner.

How long does it take?

  • Claims are reviewed, equipment ordered and processed as quickly as possible.
  • There are a variety of factors that can affect the amount of time it takes for SEA equipment to be ready for student use. These include availability of items recommended from suppliers, delivery times, internal processes (accounting, inventory, etching, labeling, imaging, etc), courier schedules, technical tasks and coordination with other departments involved with SEA process.
  • Generally, computer equipment purchased in the spring would be available for student use in the first term.

How is equipment maintained?

  • Board technicians ensure equipment is functioning properly. If there are technical issues with equipment, a ticket should be logged by the schools at the IT Help Desk.
  • Costs for general repair and maintenance are recovered by equipment warranties or through computer maintenance budgets when warranties expire. Costs associated with equipment that is vandalized or misued are not covered by the central computer budget or warranties.
  • equipment maybe refurbished, upgraded or replaced as needed to accommodate changes in student needs, when equipment wears out through use or due to changing technology. Documentation to support replacements and upgrades is required.

What happens when a student moved from school to school or into another board?

  • The Board has internal processes in place to move SEA purchased equipment when a student moves from one WRDSB school to another. Processes are also in place to transfer equipment when a student moves into WRDSB from another school board or when a WRDSB student moves to another school board.
  • The board receiving the equipment is responsible for any shipping or handling costs associated with the transfer or equipment.
  • SEA equipment does not transfer to Post-Secondary Institutions, Employment Settings, Private Schools or for Home Schooling. In these cases, the equipment is redeployed to another WRDSB student who meets the requirements for such equipment.

Are there any circumstances where equipment can be taken off school property?

  • USB memory sticks are available for students to transport their schoolwork for use at home. In certain circumstances there may be specialized medical equipment that is recommended to go home (e.g transmitter for hearing aid).
  • Note: policies related to use of computer equipment at home are currently under review

If a school has further questions about Special Equipment, how can it access additional information?

  • Refer to the Special Education Amount (SEA) Binder that has been distributed to each school.
  • Contact your special education consultant or the appropriate program leader for congregated classes.

If parents/guardians have further questions about Special Equipment, how can they access additional information?

  • Initial contact should be directed to the school Special Education staff who work directly with the student and/or the School’s principal.
  • For further information, parents may contact Learning Services (Special Education) 519 570 0003 and they will be directed to the appropriate staff.