Ohio. Section 504 Evaluation Report. Form Instructions and User Guide

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1 Ohio Section 504 Evaluation Report 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. AssessmentBUILDER, BusinessPLUS, CurriculumCONNECTOR, efinanceplus, eschoolplus, IEPPLUS, OLA, PerformancePLUS, PerformanceTRACKER, PLUS 360, PLUS SERIES, SunGard, and the SunGard logo 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 21

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 SELECT OR CREATE A REFERRAL AMENDMENTS... 6 AMENDMENT PROCESS... 6 RELABELING THE AMENDMENT LINK... 7 REMOVE AMENDMENT... 7 SETUP AND CONFIGURATION... 8 CODE TABLE SETUP... 8 FIELD MAPPING MAIN SECTION IMPORTANT DATES SECURITY VALIDATION RULES REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 21

OVERVIEW This form is used to document the educational concerns and evaluation information collected to assist in determining if a student needs a Section 504 Plan.

3 OVERVIEW This form is used to document the educational concerns and evaluation information collected to assist in determining if a student needs a Section 504 Plan. The form is created for an initial referral or reevaluation of an existing 504 plan at least every three years. FORM INSTRUCTIONS FORM CREATION The form creation process includes two steps: 1. Select a student 2. Create or Select a Meeting 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. STEP 2 CREATE FORM The available forms will be listed in the student tool bar located on the left side of the screen. The 504 forms are grouped together. Click the 504 Evaluation Report link SunGard Public Sector Inc. All Rights Reserved. Page 3 of 21

The form summary screen will display, listing any prior forms for the student with the most recent form at the top of the list. To review an existing form, click the appropriate link.

4 The form summary screen will display, listing any prior forms for the student with the most recent form at the top of the list. To review an existing form, click the appropriate link. SELECT OR CREATE A R EFERRAL 1. To create a new Form, click the New icon. 2. If a meeting has been previously scheduled in IEPPLUS, select it from the drop down list. If a meeting is not available to select, choose the Create a Meeting button, and then select a meeting date and meeting type. 3. Click the Create Form button. Select a Meeting Type only display meeting reasons with the 504 alternate code. Selecting an existing meeting only displays meetings that have the 504 alt code. FORM NAVIGATION/TOOL BAR Once created, the form will display and the user may begin completing the first section. A tool bar will display on the left side, divided into the following areas: 1. Sections There is a separate link for each section of the form. Click on any link to move to that section. 2. Maintenance These options include Form Information, Refresh and Delete. Form Information provides the ability to maintain the form Date Range, Letterhead, Meeting and Placement date field. The Placement/Date field will populate SunGard Public Sector Inc. All Rights Reserved. Page 4 of 21

5 with the meeting date and is used to select current information, such as School and Grade pulled into the form. The availability of the Refresh and Delete options will depend on the user s security permissions. 3. Validation Options in this section are used to change the form status to Locked, Ready for Review, or Finalized. The available options will depend on the user s security permissions. 4. File Attachments Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment. 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 or guardian. Archives will display the form Meeting Date or Form Start Date (if no meeting exists) and the actual date and time the record was created when hovering over the PDF icon. Archives will display in descending order by date created. *Note: Archives may only display the date created and not the meeting/form date, depending on district settings maintained under Options > Set System Options > Form: 6. Other Options The following options will display at the top and bottom of the form. Save Information from each section should be saved before moving to another section. Return Click the Return icon to return to the Form Summary screen. Print Preview Print Preview will display the form in Adobe Acrobat. Mouse over the bottom of the form preview to see the tool bar 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 5 of 21

AMENDMENT SECTION 504 EVALUATION REPORT AMENDMENT PROCESS To revise a finalized Section 504 Evaluation Form, click the Amendment link illustrated in the screenshot below.

6 AMENDMENT SECTION 504 EVALUATION REPORT AMENDMENT PROCESS To revise a finalized Section 504 Evaluation Form, click the Amendment link illustrated in the screenshot below. This Amendment link only appears for finalized active or future Accommodation Plans. If the Accommodation Plan has already expired, the user will not see the Amendment link. Once a form has been amended. The heading at the top of the page indicates this form is now in a Section 504 Evaluation Amendment state. The amendment process clears the initial meeting date and enables the user to select a new meeting date from a drop down. In addition, the amendment process adds the Amendment block to this form to record changes. The Team Participants from the selected meeting above will display in the Eligibility Section, Section 504 Team Participants. If a meeting is not selected, a message will display in this area advising There is no Meeting Record attached to the Form and the user will not be able to add any participants SunGard Public Sector Inc. All Rights Reserved. Page 6 of 21

RELABELING THE AMENDMENT LINK The link can be relabeled. To do this, navigate to the following: Home > Maintenance > Manage Screen Configuration > FormSummary.

7 RELABELING THE AMENDMENT LINK The link can be relabeled. To do this, navigate to the following: Home > Maintenance > Manage Screen Configuration > FormSummary. From here, the user can edit the Item Name, change the Display Text, or hide it: Clicking the Amendment link will unlock the original form for editing (it does not create a new form). When revising/amending a Section 504 Accommodation Plan through the link on the form summary screen, the program will allow the user to add or select a meeting record for this amendment. REMOVE AMENDMENT This functionality allows the user (based on security permissions) to remove an Amendment/Revision when the form was inadvertently amended/revised. To remove the Amendment/Revision and return the form to its previous state, click on the Remove Amendment link (Screen #1) from the Form (e.g. Section 504 Accommodation Plan) Summary page. Upon clicking on the link, a pop-up screen (Screen #2) will display, alerting the user that any modifications they made to the form must be manually changed back prior to the Remove Amendment process. Please insure that the applicable meeting is selected prior to removing the amendment. The Remove Amendment process does not remove any changes that were made after the form was revised. Clicking the OK button will perform the amendment removal process, while clicking the Cancel button will return the user back to the Form Summary Page and the form will remain in the revised state. The Remove Amendment process will perform the following: Re-finalizes the form. Adds additional information in the Form History area of the form (see Form History section below for more details). Changes the archived form (pdf file). Please refer to "item #5 Archives" under the "Navigation/Tool Bar" section of this document for a further description of Archives. Note: If information was entered in the Amendment block this also must be removed or it will display on the report if the form is unlocked. Screen # SunGard Public Sector Inc. All Rights Reserved. Page 7 of 21

The second record displays the form returning to the Lock state, date, time and user.

8 Screen #2 FORM HISTORY Upon removing the revision, two audit records will be inserted into the Maintenance > Form Information > Form History indicating the Remove Amendment process: 1. The first record displays the Amendment Removal process, date, time and user. 2. The second record displays the form returning to the Lock state, date, time and user. SETUP AND CONFIGURATION CODE TABLE SETUP Navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop down list (ex: Meeting Type ): SunGard Public Sector Inc. All Rights Reserved. Page 8 of 21

9 To add a code: choose New from the top menu. Enter the Code in the yellow box, and then click on Update. Remember to Save the record when finished: 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. Note: This form uses Meeting Type records with the Alternate Code type = OH 504 Code, Description = 504IR or 504RE Once the record is open, click the appropriate link to add a new Alt Code or Edit an existing one. Clicking delete will remove an existing Alternate Code. When finished with the changes, click the Save icon SunGard Public Sector Inc. All Rights Reserved. Page 9 of 21

10 FIELD 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 necessary Alternate Codes, if To add, edit or lookup a code, navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop down list. Then 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 SECTION a 8c b SunGard Public Sector Inc. All Rights Reserved. Page 10 of 21

14 28 29 IEPPLUS Ohio Section 504 Eligibility Determination Summary Evaluation Report 1 Letterhead Letterhead will default based on settings maintained under Options > Set System Wide Options or Set My Options > Main. 2 Initial or Reevaluation Upon selecting a meeting type, with an alternate code type = OH 504 Code with a description of 504IE or 504RE, the appropriate radio button will be marked. -If no meeting is linked to the form, the two selections will be disabled. For Amendments: Upon amending this form, a new section will appear (Read Only) indicating this is a Section 504 Evaluation Amendment SunGard Public Sector Inc. All Rights Reserved. Page 14 of 21

15 3 Student Name Student > Demographics > Name: First, Middle, Last and Qualifier. Read-only 4 Eligibility Determination Date Date field. -Entering a date in this field will trigger an Important Date when the IEP form is finalized. - Please see the Important Date section below for setup instructions. 5 Student # Student > Demographics > ID Read-only 6 CSD #*Available for Akron only 7 Date of Birth Student > Demographics > Birth Date. Read-only 8a-c Parent/Guardian Name, Address & Communication Student>Identification, Alternate Code = CDS. -If it does not exist, data is typed into the Text Box and saved to the form. Student > Basic Information > Contacts > Name, Address and Communication information for each contact with Type = Parent/Guardian and/or Surrogate Parent. Read-only 9 School Student > Enrollment Location as of the Meeting Date. Read-only 10 Teacher Student > Placement > Staff > Name with a position like %Teacher% as of the Placement current date, which is autofilled from the Meeting date. If no %teacher% position is found, IEPPLUS will pull first teacher as of the placement current date in Form Information. Field is Read-only 11 Grade Student >Enrollment > Grade as of the Meeting Date. Read-only 12 Initially Referred By Drop down of staff members for user selection or free-form entry into the same text box. Saved to form only. 13 Meeting Date Student > Meetings. -Read-only. 14 Notice of Procedural Rights presented with explanation by 15ah Source of Information Considered 16 Summary of data and evaluation info presented For Amendments: Upon amending a form, a drop down will display on the form for selection of the amendment meeting date. Drop-down of staff members, or free-form entry textbox. Checkboxes -The Other checkbox will enable a textbox for text entry Text box 30 Amendments If the Form is Amended, a new block will appear enabling the user to comment on what changes were made to the form. Determinations Student has physical or mental impairment Yes/No checkbox 18a-v Medical conditions Checkboxes (22) -The Other check box will enable a textbox 19 List of attached sources of medical documentation Text Box SunGard Public Sector Inc. All Rights Reserved. Page 15 of 21

16 20a 2.Does the medical impairment result in a substantial limitation 20b Medical condition(s) impairment summarization 21a 3.Major life activity(ies) substantially limited 21b Major bodily function(s) substantially limited Eligibility Determination Yes/No checkbox Textbox Checkboxes (19) -The Other checkbox will enable a textbox Checkboxes (12) - The Other checkbox will enable a textbox This section is controlled by whether the student is eligible or not eligible and the Meeting Type located at the top of the form. - Each area (Initial Section 504 or Review Section 504) will be shown or hidden based on the meeting type = 504IE or 504RE (See Mapping #2) Eligible Checkbox 22 Student is eligible under Section 504 -Opens check boxes Yes/No for Regular or Special Ed Services 23 Does this student Checkbox = No need Regular or SE -Opens Explain text box related services & aids = No 24 Does this student Checkbox=Yes need Regular or SE -Opens text box for type of plan related services & aids = Yes 25 Student is not Not Eligible Checkbox eligible under -Opens check boxes Yes/No Section a Accommodations Checkbox = No Needed? No. -Opens Explain text box 25c Accommodations Checkbox=Yes Needed? Yes. -Opens text box for type of plan 26a Initial Section 504 Team Determination 26b 504 recommended Check box 26c 504 not Checkbox recommended no physical or mental impairment & does not limit major life activity Displays when the Meeting type is identified as Initial. (Alternate code type = OH 504 Code with a description of ) (See Mapping #2) SunGard Public Sector Inc. All Rights Reserved. Page 16 of 21

17 26d 26e,f 504 not recommended does have physical or mental impairment but does not limit major life activity Student has impairment limiting major life activity but doesn t Checkbox Checkbox. -Opens a text box for explanation require g,h Other Checkbox -Opens a text box for Other 27a Review Section This section displays when the Meeting type is identified as Review/Reevaluation with an alternate code type = OH 504 Code with a description of 504RE (See Mapping #2). 27b,c Continue existing 504 plan for the <> school year Checkbox and associated Textbox. 27d Modify current 504 Checkbox plan 27e,f Discontinue the 504 Checkbox and associated Date field plan as of 27g,h Other recommendations Checkbox -Opens a textbox for Other 28 Conference Participants Student > Meetings > Attendees. This section reflects the Meeting Attendees added to the attached meeting. -Team can also be used to populate the grid. - Indicate meeting attendees Invited and/or Attended to print on the report. 29 Acknowledgment This section only prints on the Report only. IMPORTANT DATES Finalizing the Evaluation Report form will create Important Date records for tracking and reporting purposes. These dates include the Completion Date and Next Due Date to reevaluate the student s continuing eligibility. This functionality requires prior setup as follows under Maintenance > Mange Code Tables > Important Dates. Important Date Description Alternate Code Type Alternate Code Date Calculation 504 Evaluation Completed Alternate Code 504EvaluationCompletionDate Form Meeting Date or similar text 504 Reevaluation Due Date or similar text Alternate Code 504EvaluationProjectedDueDate Form Meeting Date + 3 Years minus 1 Day The finalization process will overwrite any existing dates of the same type provided the new dates are further in the future than the existing dates. The dates will display in the Educational Information section accessible from the student tool bar SunGard Public Sector Inc. All Rights Reserved. Page 17 of 21

When the form is unlocked, the Imp. Dates unfinalize. When the user re-finalizes the form, the Imp. Dates are refinalized. There should only ever be 1 of each of the Imp. Date types.

In other words, a user assigned to a group (or groups) will have both user and group level permissions, and the least restrictive settings will take precedence.

18 When the form is unlocked, the Imp. Dates unfinalize. When the user re-finalizes the form, the Imp. Dates are refinalized. There should only ever be 1 of each of the Imp. Date types. SECURITY User or group level security permissions will control access and functionality based on least restrictive settings (group or user level security). In other words, a user assigned to a group (or groups) will have both user and group level permissions, and the least restrictive settings will take precedence. Since all users are assigned to the SPIPUBLIC group, it is best practice to uncheck all permissions for this group, as well as all permissions at the user level. This will ensure the group level permissions are the least restrictive. Administrators would have all permissions by default. To view or maintain security permissions for an existing user or group, navigate as follows: Security > Manage Groups or Manage Users. Select the group or user and click on the Permissions tab. Scroll down to the section illustrated below and select the applicable check boxes. Since there is only 1 section for this form, concerns and notes/info below is not relevant. The permissions check boxes will control access and functionality as follows. 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 User will have the ability to create new forms. Entire form User will have the ability to edit any field in the entire form. Section User can only edit fields in the specified sections. If granting the ability to edit the entire form, ALL the section permissions must be checked on. Links providing access to the form inactive. User will not have the ability to view the form. User will not have the icon to create a new form. Entire form All fields read only. Section Fields within section read only SunGard Public Sector Inc. All Rights Reserved. Page 18 of 21

19 Permission Checked On Not Checked On Delete User will have active Delete link in the form Delete link in form tool bar inactive. User will tool bar providing the ability to delete a form. not have the ability to delete a form. Lock User will have active Lock link in the form tool Lock link in the form tool bar inactive. User will bar providing the ability to lock a form. not have the ability to lock a form. Unlock User will have active Unlock link in the form Unlock link in the form tool bar inactive. User tool bar providing the ability to lock a form. will not have the ability to unlock a form. Finalize User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of 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. Revise Not applicable for this form. Not applicable for this form. Refresh User will have active Refresh link in the form tool bar providing the ability to update a form with all the latest information. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. VALIDATION RULES Section Description Error Message (48) Main Eligibility Eligibility Determination Determination Date is Date is missing. Main Main Main Main Main School is Grade is Initially Referred By is Meeting Date is Presented With Explanation is Student School is missing. Student Grade is missing. Initially Referred By is missing. Meeting Date is missing. Presented With Explanation is missing. Error Description (1024) The Date Control for the Eligibility Determination Date is required but it is empty. Student School is missing. Check the Student's Enrollment record for Enrollment Location. Student Grade is missing. Check the Student's Enrollment record for Enrollment Grade. The textbox for the Initially Referred By is required but it is empty. Meeting Date is The textbox for the Presented With Explanation is required but it Warning / Error Mapping ID(s) Failure Condition(s) Error 4 User has not filled in the date. Error 5 Enrollment, Location is missing or not as of the Form current date Error 11 Enrollment, grade is missing or not as of the Form current date Error 12 User has not selected name from the drop down Error 13 A meeting date has not been selected for this form. Error 14 User has not selected name from the drop down Exception Case(s) N/A N/A N/A N/A N/A N/A SunGard Public Sector Inc. All Rights Reserved. Page 19 of 21

20 is empty. Main Main Determinations Determinations Determinations At Least one Sources of Information selected. Summary of Data and Evaluation is Student Impairment is Medical Condition must be selected Sources of Documentation is At Least one Sources of Information selected. Summary of Data and Evaluation is missing. Student Impairment must be answered. Medical Condition must be selected. Sources of Documentation is missing. At Least one Sources of Information must be selected. The textbox for the Summary of Data and Evaluation is required but it is empty. Determination of Student Physical or Mental Impairment must be answered. If Student has Impairment, Medical Condition must be selected. The textbox for Sources of Documentation is required but it is empty. Error 15 User has not selected any check boxes in this area Error 16 User has not filled in the textbox. Error 17 User has not selected Yes or No. Error 18 User has not selected any check boxes in this area Error 19 User has not selected any check boxes in this area N/A N/A Determinations Eligibility Eligibility Eligibility Eligibility Limitations to Life Activities is Student Eligibility must be yes or no. Aid and Services must be yes or no. Accommodations needed must be yes or no. No Aids and Services explanation needed. Limitations to Life Activities must be answered. Student Eligibility must be yes or no. Aid and Services must be yes or no. Accommodations needed must be yes or no. No Aids and Services explanation needed. Limitations to Life Activities must be answered. Determination of Student Eligibility must be indicated. For Eligibile Student, Aid and Services must be indicated For Ineligible Student, Accommodations needed must be indicated. When Aids and Services are not needed, an explanation is Error 21a, b User has not selected any check boxes in this area Error 22 User has not selected an answer Error 23,24 User has not selected Yes or No. Error 25a, 25c User has not selected Yes or No. Error 25b User has not filled in the textbox SunGard Public Sector Inc. All Rights Reserved. Page 20 of 21

21 Eligibility Eligibility Type of Plan needed. No Accommodations explanation needed. Type of Plan needed. No Accommodations explanation needed. When Aids and Services are needed, Type of Plan is When Accommodations are not needed, an explanation is Error 24a User has not filled in the textbox. Error 25b User has not filled in the textbox. Eligibility Type of Plan needed for accommodations. Type of Plan needed for accommodations. When accommodations are not needed, Type of Plan is Error 25d REVISION HISTORY 8/02/2016: Ability to Amend the Section 504 Evaluation Report has been added. This includes the ability to select an Amendment meeting date, the amendment block and display of meeting participants for that meeting. 9/25/2015: Initial document created SunGard Public Sector Inc. All Rights Reserved. Page 21 of 21

Illinois Section 504 Accommodation Plan. User Guide

Illinois Section 504 Accommodation Plan User Guide 1990-2015 SunGard Public Sector Inc. All rights reserved. No part of this publication may be reproduced without the prior written permission of SunGard