What is SEA?

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

Who qualifies for the Specialized Equipment Allocation (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.

Examples of eligible expenses include, but are not limited to:

  • Adaptive equipment for seating and positioning (standers, adaptive chairs, walkers, etc.) – *WRDSB provides transportation for walkers. If circumstances arise which prevent such transportation, a SEA claim may be initiated
  • Personal care aids or devices (slings, changetables, lifts)
  • Low Tech Communication Devices (Step-By-Step, GoTalk, etc.)
  • Individual FM systems
  • Braillers, magnifiers and other vision support items
  • Sensory equipment (items for vestibular input, weighted items, etc.)
  • Assistive Technology Licensing (e.g., Read&Write, OrbitNote, Equatio, Boardmaker 7, Lexia, vision software, etc.)
  • Assistive Technology hardware and peripherals (e.g., Chromebooks, iPads, dictation headset, adaptive mouse, etc.)
  • Assistive Technology Training & Supports

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.

When does Special Equipment get ordered?

  • The claim cycle for SEA runs from May 1st of one year to April 30th of the following year. Claims are accepted at various times throughout the school year to ensure files can be addressed as quickly as possible and equipment can be received onsite within the Ministry timelines.
  • Equipment recommendations are reviewed through the Multidisciplinary Team at a school level and if approved, are put forward for central review. If approved centrally, equipment is ordered as part of a SEA claim for the student.

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?

  • There are two components to the Ministry of Education’s SEA funding model
  • The SEA Funding Formula is based upon enrollment plus a base amount per board. Funds are used to purchase both technology and non-technology equipment for students with special needs through the SEA claims process.
  • The SEA Claims Based Funding process allows boards to submit individual technology and non-technology items that are required through SEA that are over $5000 before tax to the Ministry for reimbursement

What is the process to request Special Equipment?

  • The special education consultant or program leader must be contacted to initiate the SEA claims process.
  • Professional recommendations from qualified board staff and/or community partners such as SBRS are completed based on assessment of the student’s needs in the classroom and school environment. Consideration should be given to existing equipment within the school, space, integration of the equipment into the student’s program, etc.
  • Schools ensure the student’s IEP reflects the need for and use of the equipment in the student’s program and brings the recommendation forward to the school’s Multidisciplinary Team (MDST) for discussion and review at a school-level. Consideration is given to space, staffing requirements, longevity of use, additional knowledge of the student, etc.
  • If the proposal is approved at MDST, the supporting documents are provided to the school special education consultant or program leader to be submitted as part of a SEA proposal
  • SEA proposals are considered centrally by the SEA Review Committee to ensure requirements are met in the supporting document, as well as board-level purchasing, health & safety requirements, etc. are met
  • If the SEA proposal is approved, it is put forward as a SEA claim for processing and purchasing of the equipment through board-approved vendors
  • Schools are responsible for labeling and tracking the equipment for students in their building as well as documenting the equipment on the student’s IEP
  • 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, labeling, imaging, etc), courier schedules, technical tasks and coordination with other departments involved with the SEA process.
  • Standard SEA technology devices (Chromebooks, iPads) are purchased in bulk and claims are generally processed very quickly

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 with IT through TopDesk
  • Costs for general repair and maintenance are recovered by equipment warranties or through the SEA repair process if warranties have expired. Costs associated with equipment that is vandalized or misued are not covered by the central computer budget or warranties.
  • Equipment may be 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 moves from school to school or into another board?

  • WRDSB has central 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 making the request and for any shipping or handling costs associated with the transfer of equipment.
  • SEA equipment does not transfer to Post-Secondary Institutions, Employment Settings, Private Schools, out of province or for Homeschooling. 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?

  • SEA Technology Take-Home agreements are available to be completed on-line through School-Day each year to allow for SEA technology to travel between home and school during the school year.
  • SEA Non Tech equipment is not currently permitted to travel between home and school.

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

  • Refer to the Specialized Equipment Allocation (SEA) section of the Special Education Handbook
  • Contact your special education consultant or the appropriate program leader for congregated classes.

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