Missouri. 504 Notice of Meeting. Form Instructions and User Guide

Transcription

1 Missouri 504 Notice of Meeting Form Instructions and User Guide SunGard Public Sector Inc. All rights reserved. No part of this publication may be reproduced without the prior written permission of SunGard Public Sector Inc., with the exception of copies made for your internal use. SunGard, the SunGard logo, PLUS 360, eschoolplus, IEPPLUS, PerformancePLUS, efinanceplus, and BusinessPLUS are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders SunGard Public Sector Inc. All Rights Reserved. Page 1 of 12

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 Step 1: Select A Student... 3 Step 2: Select A Letterhead... 4 Step 3: Create/Select A Meeting... 4 FORM NAVIGATION/TOOL BAR... 5 DATA MAPPING... 7 MAIN... 7 SECURITY CODE TABLE SETUP REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 12

3 OVERVIEW A student is entitled to a Section 504 Accommodation Plan if they have been identified and the evaluation shows that the individual has a mental or physical impairment that substantially limits one or more major life activities. This determination is made by a team of knowledgeable individuals, including the parents, who are familiar with the student and his/her disability. This form notifies the parent/guardian of an upcoming meeting to discuss the findings of the evaluations and/or the review of an Accommodation Plan. It includes the reason for the meeting, the time, place, and meeting participants. This form is used for all meetings held with regard to Section 504. FORM INSTRUCTIONS FORM CREATION The form creation process includes 5 steps: 1. Select a Student 2. Create or select an existing Meeting 3. Select a Letterhead STEP 1: SELECT A STUDENT 1. Click Student Management > Manage an Existing Student. 2. Use the Search window to find the student based on either, Last Name, First Name or Student ID. 3. Click Search. Then click the appropriate Name to select a student. 4. Once a student has been selected, the student s Name, ID, Birth date and Age will display. The Forms that can be created for a student will be listed. Click on the 504 Notice of Meeting link SunGard Public Sector Inc. All Rights Reserved. Page 3 of 12

4 5. The 504 Notice of Meeting Summary screen will now be displayed, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing form, click the appropriate link. To create a new 504 Notice of Meeting, click the New icon. STEP 2: SELECT A LETTERHEAD Select an existing Letterhead from the drop-down. The Letterhead determines the district info (name, address, etc.). This defaults to the one already turned on in the System/User options, however, the district may select a different one if desired. This is not a required field and may be selected in the Form Information screen. Please note that if the user does not select a Letterhead during this form creation, then they can also do it after the fact by using the Maintenance > Form Information link on the navigation bar to the left of the screen once the form has been created (see the illustration in the next section of this document under the Navigation/Toolbar heading for additional details). STEP 3: CREATE/SELECT A MEETING a. If creating a new 504 meeting, enter the meeting date in mm/dd/yyyy format, or click the calendar icon to select a date. Then click the Create Form link. b. If using an existing 504 meeting, click the radio button, and select the meeting from the drop down list. Then click the Create Form link SunGard Public Sector Inc. All Rights Reserved. Page 4 of 12

5 FORM NAVIGATION/TOOL BAR Once the 504 Notice of Meeting form has been created, it will display the Main section. A toolbar will display on the left side of the screen, divided into the following 5 areas: 1. Sections There is a separate link for both sections of the form. Click on either link to move to that section. 2. Maintenance These options will maintain Form Information (Form Name, Form Date Range, Letterhead, and Meeting), and Delete (delete the form). 3. Validation These option are here to help the user validate/verify that the information on the form is accurate, and also to see if there is any mandatory items missing from it. The options are Ready for Review (means that the form is ready for a user to review the form for validity, or to lock, or to finalize), Lock (lock the form so that only those with proper permissions can unlock & edit it), and Finalize (allows the user to Finalize the form in its current state of completion). 4. File Attachments Click the plus icon (+) to add an attachment to the existing form. Conversely, click the minus icon to delete an attachment from the existing form. 5. Archives Archives are permanent PDF copies of the form. Click Finalize in the Validation section to create an Archived copy. The form should be finalized and archived only after it has been fully completed and a copy has been sent home to the student s parent(s)/guardian(s). The following options will display at the top and bottom of the form (see screenshot below). Save Information from each section should be saved before moving to another section SunGard Public Sector Inc. All Rights Reserved. Page 5 of 12

6 Return Click the Return icon to return to the Form Summary screen. Print Preview Print Preview will display the form in Adobe Acrobat Reader (or whichever PDF viewer is installed on the system). Mouse over the bottom of the form preview to see the toolbar illustrated below. Select the Print icon or click the Save icon to save a copy of the form to your computer. The plus (+) icon will enlarge the preview for ease of viewing SunGard Public Sector Inc. All Rights Reserved. Page 6 of 12

7 DATA MAPPING This section provides data source and destination information, where applicable, for all fields on the form. If source or destination data is missing or incorrect, follow the navigation indicated in this section to add or correct the data. Also included is a description of any necessary Alternate Codes, if required. To add, edit, or lookup a code, navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop down list. Click the Show Alternate Codes link at the top of the screen to see the applicable codes (see section on Code Table Setup for more information). MAIN a 6b 6c 7 8b 8a 5 9a 9b 9c SunGard Public Sector Inc. All Rights Reserved. Page 7 of 12

8 IEPPLUS Data Mapping MO: 504 Notice of Meeting Field IEPPLUS Data Fields Description Page Header If the letter prints multiple pages, the Student s Name & Meeting Date (mm/dd/yyyy) will display as the header of every page, except the 1 st page. A Logo The logo only appears on the report, not the web form. B Letterhead If a default letterhead doesn t exist, the user may change it by navigating to Maintenance > Manage Letterheads and selecting from the wizard or Form Information. 1 Student Name Student s Name (First, Middle, Last, Qualifier) from Demographics 2 Date Letter Date: Auto-fill with Today s Date. User can modify date. Format = 08/22/ Parent/Guardian Salutation, Address Information -Basic Information > Contact, Type = Parent/Guardian, or Surrogate Parent -Addresses Tab = Mail -Mail Attention Line, if blank use Contact Name fields 4 To Student, Contacts = Parent/Guardian or Surrogate List both Parent Names (John and Sue Parent) Print separate report: all/guardians & Surrogates = Mail & Invited Student 5 To: Invited type Check Boxes (3) -Parent/Guardian: Student > Contacts > Type = Parent/Guardian, auto-check Parent(s)/Guardian(s) check box. 6a Meeting Date Meeting, Meeting Date created during form creation. -User can modify the meeting date after selection on the letter. -If you selected an incorrect meeting on the form, you can reselect another existing meeting date via Form Information. 6b Meeting Time Meeting, Meeting time. - Textbox validates format (9:00 am) 6c Meeting Location Meeting location drop down Locations are from Maintenance, Manage Organizations 7 Meeting Reasons Meeting, Meeting Reason(s) - Maintenance > Manage Code Table > Meeting Reason: - Check boxes based on Alternate Codes with Alternate Code Type = MO 504 and Alternate Code descriptions as follows: Review existing data as part of an initial evaluation or reevaluation = (504Review) Develop an Evaluation Plan = (504EP) Consider continued 504 eligibility = (504CE) Develop or review 504 Plan = (504Plan) Review the results of an Evaluation = (504RE) Determine initial 504 eligibility = (504IE) Other: (504OTH) (Meeting Reasons not alt coded) + Text Box saved to meeting Reason SunGard Public Sector Inc. All Rights Reserved. Page 8 of 12

9 8a Meeting Team Name Maintenance > Manage Teams This is a drop-down box that allows a quick way for the user to choose a pre-determined set of team members to invite to the scheduled meeting. This team can include, but is not limited to staff members, parent(s)/guardian(s), students, other personnel, or outside agencies. ** Does not print the Team Name, only the Meeting Attendee Role (field #8b), and Name (field #8c). 8b Meeting Attendee Role/Position Student > Meeting > Meeting Attendees Uses Meeting Template by Position & Other if selected. Displays and prints the contacts with the contact type = Parent/Guardian/Surrogate Print attendee name and position Report: Prints 3 extra blank lines 8c Meeting Attendee Name Print names across from Roles Prints Staff Position Type after name 9a Contact Phone Text Box -Can be manually types or auto filled from letterhead - Maintenance, Manage Letterhead, Staff type enclosure, type = Contact Phone. 9b Contact Name Text Box - Manually typed text or autofill from Maintenance, Manage Letterhead. o Line 1 = Staff Name o Line 2 = Staff Position 9c Contact Title Text Box see 9b 2 Date Auto-fills with Today s Date located on the top of the page. Footer Record Displays on report only: Rev. March 19, 2008 Include this footer on all printed pages of the report SunGard Public Sector Inc. All Rights Reserved. Page 9 of 12

10 SECURITY To view or maintain security permissions for an existing user or group, navigate as follows: Security > Manage User (or Manage Groups). Select the user or group and click on the Permissions tab. Scroll down to the Evaluation Report section. Permissions for this form are defined in the table below. Permission Checked On Not Checked On View Links providing access to existing forms (or archives) active. User will have the ability to access existing forms (or archives) but cannot change any data. Add Edit Delete Lock Unlock Finalize Revise Refresh Reset Dates User will have the ability to create new forms. Add permissions can be set for the entire IEP or just LRE section (Add placement function). User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire IEP. User will have active Delete link in the form tool bar providing the ability to delete a form. User will have active Lock link in the form tool bar providing the ability to lock a form. User will have active Unlock link in the form tool bar providing the ability to lock a form. User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of a form. User will have active Revise link providing the ability to unlock and amend a form. User will have active Refresh link in the form tool bar providing the ability to refresh/update a form with all the latest information. User will have active Reset Date links in the Form Information section accessible through the form tool bar. Links providing access to the form inactive. User will not have the ability to view the form. Entire IEP - User will not have the ability to create new forms. LRE Section User will not have the ability to Add Placement. Entire IEP - User will not have the ability to change any field in an existing form. All fields read only. Section User will not have the ability to edit the section (all fields within section read only). Delete link in form tool bar inactive. User will not have the ability to delete a form. Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock link in the form tool bar inactive. User will not have the ability to unlock a form. Finalize link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a form. No revise link available. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. Reset Date links in Form Information inactive SunGard Public Sector Inc. All Rights Reserved. Page 10 of 12

11 LETTERHEAD SETUP If you choose, letterhead can be setup to automatically fill in Contact Name, Position and Phone (Mapping Fields 9a-c) based on the following setup. If the selected letterhead does not have these fields setup, the user can manually type in the text box instead. 1. Navigate to Maintenance > Manage Letterheads. 2. Select an existing letterhead or create a New one. 3. Select Staff Type/Enclosure and Add or Edit the follow types and enter the appropriate text. a. 504 Contact Name b. 504 Contact Phone CODE TABLE SETUP 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list ( Meeting Reason ). 3. To add a code: choose New from the top menu SunGard Public Sector Inc. All Rights Reserved. Page 11 of 12

12 4. Enter the Code in the yellow box, and then click on Update and Save the record. 5. To add or edit an Alternate Code, first click Show Alternate Codes at the top of the page. Then click Edit on the applicable Code record to open the record for changes. 6. Once the record is open, click the appropriate link to add a new Alt Code or Edit an existing one. This form requires an alternate code type = MO 504 Code. (Please see mapping # 7 for the specific descriptions required.) Clicking delete will remove an existing Alternate Code. When finished with the changes, click the Save icon. REVISION HISTORY 12/23/2015: Initial document created SunGard Public Sector Inc. All Rights Reserved. Page 12 of 12