Ohio Section Prior Written Notice to Parents. Form Instructions and User Guide

Transcription

1 Ohio Section Prior Written Notice to Parents 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 9

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 SELECT A STUDENT... 3 CREATE OR VIEW A FORM... 3 NAVIGATION/TOOLBAR... 4 DATA MAPPING... 6 SECURITY... 7 VALIDATION RULES... 9 REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 9

3 OVERVIEW The 504 Prior Written Notice to Parents is a letter that goes out to the student s parent(s)/guardian(s) to notify them of any action taken by the district on the student. FORM INSTRUCTIONS 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. CREATE OR VIEW A FORM 1. Once a student has been selected, the student s Name, ID, Birth date and Age will display. The Section 504 Forms that can be created for a student will be listed. Click on the 504 Prior Written Notice link: 2. The 504 Prior Written Notice to Parents screen will display, 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 form, click the New icon SunGard Public Sector Inc. All Rights Reserved. Page 3 of 9

4 NAVIGATION/TOOLBAR Once the form has been created, it will display the page. A toolbar will display on the left side of the screen, divided into the following areas: 1. Sections Since there is only 1 link in the form, the user will see one section,. 2. tenance These options will maintain Form Information (on this form, only Letterhead will appear). This section also provides the ability to delete the form, depending on user security. 3. Validation These options will change the status (Ready for Review, Lock, and Finalize) of the 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 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 parents or guardians. 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: 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 SunGard Public Sector Inc. All Rights Reserved. Page 4 of 9

5 The following options will display at the top of the form (see screenshot below). OH: Section 504 Prior Written Notice To Parents Print Preview Print Preview will display the form in Adobe Acrobat. 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 5 of 9

6 DATA MAPPING SunGard Public Sector Inc. All Rights Reserved. Page 6 of 9

7 Section Ohio Prior Written Notice To Parents Client Logo 1 District Name tenance > Manage Letterhead > System or User Default 2 Date Today s date, can be modified on the form 3 Student s Full Name Basic Information > Demographics (First Middle Last, Qualifier) 4 Date of Birth Basic Information > Demographics > DOB 5 Student s ID Basic Information > Demographics > Student ID 6 CSD # Text Box Note: This field will only Print for Akron only 7 Action Check Boxes & Other Text box: Other (describe action taken). 8 A description of the action proposed or Text Box refused by the school district and the reasons for taking the action. 9 A description of each evaluation procedure, Text Box assessment, record or report the school district used as a basis for the proposed or refused action. 10 A description of the other factors that are Text Box relevant to the district s proposal or refusal Staff Contact Information Text boxes: -Staff to enter their name, title, return address, and contact information here. 17 School District Information School District: Autofills from System Default, Letterhead field, field = Organization. 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 SunGard Public Sector Inc. All Rights Reserved. Page 7 of 9

8 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 Delete Lock Unlock Finalize User will have the ability to create new forms. Entire form User will have the ability to edit any field in the entire 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. User will have active Delete link in the form tool bar providing the ability to delete a User will have active Lock link in the form tool bar providing the ability to lock a User will have active Unlock link in the form tool bar providing the ability to lock a User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of a Links providing access to the form inactive. User will not have the ability to view the User will not have the icon to create a new Entire form All fields read only. Section Fields within section read only. Delete link in form tool bar inactive. User will not have the ability to delete a Lock link in the form tool bar inactive. User will not have the ability to lock a Unlock link in the form tool bar inactive. User will not have the ability to unlock a Finalize link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a Revise Not applicable for this Not applicable for this 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 SunGard Public Sector Inc. All Rights Reserved. Page 8 of 9

9 VALIDATION RULES Section Description Error Message (48) Start Date is Required (45800) Start Date is missing Error Description (1024) Start Date is required but it is empty Warning / Error Mapping ID(s) Failure Condition(s) Error 2 Date field is blank Exception Case(s) Description of Action must be selected (46008) Select at least one description of action. Select at least one description of action. Error 7 User has not filled in action is required. (10051) evaluation is required. (10051) Description of relevant factors is required. (10051) Staff Contact Name is required. (10051) Proposed description is required. Evaluation description is required. Relevant factors description is required. Staff Contact Name is missing. The textbox for the action proposed or refused is required but it is empty. The textbox for the evaluation procedure is required but it is empty. The textbox for the other relevant factors is required but it is empty. The textbox for the Staff Contact Name is required but it is empty. Error 8 User has not filled in Error 9 User has not filled in Error 10 User has not filled in Error User has not filled in REVISION HISTORY 7/15/16: Removed CSD # from the form for all districts except Akron. 9/25/15: Created document SunGard Public Sector Inc. All Rights Reserved. Page 9 of 9