Oregon. Permission to Evaluate. Form Instructions / User Guide IEPPLUS

Transcription

1 Oregon Permission to Evaluate (Prior Notice about Evaluation/Consent for Evaluation Form b-P) Form Instructions / User Guide IEPPLUS SunGard K-12. 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 K-12 All Rights Reserved Page 1 of 10

2 TABLE OF CONTENTS OVERVIEW... 3 FORM CREATION... 3 Step 1 Select a Student... 3 Step 2 Create Form... 3 NAVIGATION/TOOL BAR... 4 FORM COMPLETION... 5 FIELD MAPPING... 6 FORM: MAIN... 6 REVISION HISTORY SunGard K-12 All Rights Reserved Page 2 of 10

3 OVERVIEW The OR Permission to Evaluate (PTE) is completed when a student s team determines that an evaluation or reevaluation is necessary to determine if the student has or continues to have a disability and is in need of special education services. The student s parent or guardian must sign and return this form to the district prior to conducting an evaluation or reevaluation of a student. The form is also completed when the student s team determines that a reevaluation is not necessary. In this case, the student s parent or guardian must sign the form to confirm agreement (or disagreement) and acknowledge their right to initiate further action on the student s behalf. FORM CREATION The form creation process includes the following steps: 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. 4. Click the appropriate Name to select a student. 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 PTE link. STEP 2 CREATE FORM The Form Summary screen will display, listing any prior forms 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 K-12 All Rights Reserved Page 3 of 10

4 The steps are outlined below: Step 1: Specify the date of this letter and the appropriate letterhead and select Next Step. Step 2: Select the appropriate radio button, indicating whether you wish to create a Referral for an Initial Evaluation or Reevaluation. Next select whether you wish to Create a new referral record OR Select an existing Referral. o If creating a new referral record, indicate the date of the referral or select the date using the calendar icon. o If the referral record already exists, click the radio button and select the referral from the drop down list displayed. Step 3: Select Create Letter. NAVIGATION/TOOL BAR After the form has been created it will display to the screen. A tool bar will display on the left side of the screen, 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 will maintain form information, such as Date Ranges, Letterhead, etc SunGard K-12 All Rights Reserved Page 4 of 10

5 3. Validation These options will change the status of the form (i.e., Locked, Ready for Review, Finalized.) 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 parents or guardians. 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. 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 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. FORM COMPLETION 1. Enter all data necessary for this form. 2. When the signed copy is received back from the student s parent, update the Referral record with the date of consent SunGard K-12 All Rights Reserved Page 5 of 10

6 FIELD MAPPING FORM: MAIN You can also type detailed referral reason information here. (4) SunGard K-12 All Rights Reserved Page 6 of 10

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8 Oregon Permission to Evaluation Main 1 District Letterhead Letterhead will default to the Systemside option or a user s letterhead located in Options, Set Systemwide Options, Letterhead OR Set My Options. This setting will then look to Maintenance, Manage Letterhead, Report Header (lines 1-6) to display and print letterhead information which is where the text is stored. 2 Parent Name and Address (Displays on Report Only) Automatically populates with all the student s active contacts marked Mail (Student > Basic Information > Contacts) where Type = Parent/Guardian. Active includes all records where Start Date is blank or <= current system date and End Date is blank or >= current system date. Dear (Parent Salutation) Basic Information > Contacts, Type = Parent/Guardian, or Surrogate Parent where address is set to Mail. If Contact > Mail attention line starts with To the, then the attention line without to the will print. Otherwise, it prints the text in the attention line. If the attention line is blank, it prints the contact salutation & the contact last name. 3 Date The form will auto populate today s date. You can modify this date as needed. 4 Referral The referral created or selected during form creation will display on the form with the Information Source Type Source of Referral Reasons TIP: How to fix an Incorrect Referral linked to a form Referral Date and Referral Type (Initial Evaluation / Reevaluation). You can indicate a Source Type of referral (i.e. Parent/Family, Evaluation Team, Transfer etc.) The drop down will display data located in the district s Maintenance, Manage Code Tables, Referral Source Type table. This field enables staff to enter freeform text to indicate the source of referral (i.e. Mrs. Mom or Dr. Doctor) Select Add Reasons to indicate why the student was referred. The drop down displays data located in the district s Maintenance, Manage Code Tables, Referral table for consistent reporting. You may also indicate the order/priority of the reasons selected. An additional area, located under The team is proposing the following/reason, enables the user to enter additional text to clarify the reason why the student is being referred. This text is save in the student s referral record, notes field. If a user selects an incorrect referral record and the form is created, you can link the correct record via Form Information, Referral drop down selection. 5 Proposed This item is auto populated based on the linked Referral Type. - To evaluate your child requires a Referral Type with an Alternate Code = IR - To reevaluate your child/ requires a Referral Type with an Alternate Code = RE 6 No Additional Evaluation Data is Needed A user will check this box to indicate no additional evaluation(s) are needed. Once checked, the follow Reason text box will be open for entry SunGard K-12 All Rights Reserved Page 8 of 10

9 7 Evaluation Records Select Add Evaluation and or Add Test to use the evaluation/test area of IEPPLUS. - To enter an Evaluation record, select the Evaluation name (ie Academic, Developmental Delay etc.) from the drop down and indicate the source of this record (ie District, Non-District etc) and save. - If Test was selected, you may link this test to an evaluation (such as Academic). Linking the records will autofill the Expected an Actual dates form the Evaluation if they were entered. Next select the Test name (ie Woodcock Johnson. - Select the Scores tab and click to enter new scores. Multiple test areas and score types can be entered. Notes: - It is not required to link evaluation and test records together. - Evaluations and Test records entered on this form or existing records can be pulled from/into the IEP. - Form Information, Evaluation/Test Date Range can control what evaluations are pulled into this form. Refresh is available to add or subtract Evaluation/Test records appearing on the form based on the dates entered here. Text box immediately under the Eval/Test grid enables staff to manually type Evaluation/Test Information. 8 Options Text Box saved to form. Considered 9 Decided against Text Box saved to form. 10 Other Factors Text Box saved to form. 11 Sincerely/Contact This field is autofilled form Maintenance, Manage Letterhead, Staff Type/Enclosure = Permission to Evaluate Contact lines 1-3. (Line 1 = Name, Line 2 = Position, Line 3 = Phone) 12 Request Consent Check Boxes (3) of why we request the parent s consent. Because 13 Plan Eval/Tests Text Box to record what evaluation procedure(s), Assessments and/or test(s) the district 14 Records Release Form Date plans to use. Date Field to record when the Records Release Form identified when the records would be released and to whom SunGard K-12 All Rights Reserved Page 9 of 10

10 15 Notice of Procedural Safeguards Check box to indicate if a copy of the Notice has been given to the parent. REVISION HISTORY 09/16/2016 Created new documentation SunGard K-12 All Rights Reserved Page 10 of 10