IEPplus Version 3 Invitation Letter for the state of Connecticut 3/21/06

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1 IEPplus Version 3 Invitation Letter for the state of Connecticut 3/21/06 IEPplus is a historical database which enables the ability to track IEP/PCI data for a student throughout their enrollment in a district. These instructions are intended to guide staff in developing and maintaining IEP invitation letters. This manual is divided into 5 sections: 1. Basic Navigation from the Home page 2. Letterhead setup for Invitation letters 3. Create a Team 4. Student Summary Information 5. Creating Invitation Letter Section 1. The Home page offers the following menu options: Top Right menu (**click on words Home, Help, support or Logout) 1. Home will always return user to the Home page displayed above. 2. Help opens an online library covering all aspects of IEPplus functionality and student navigation. 3. Support links the user to the online support website for technical support (administrators only have access to login to support website). 4. Clicking Logout correctly disconnects users from IEPplus. Secretarial/Building Staff Access menu 1. Manage an Existing Student opens up the student search grid. 2. Run a Report accesses the vast IEPPlus reporting library- (See reporting documentation) 3. Manage Letterhead is used for tracking signatures for invitation letter. 4. Manage Teams creates PPT meeting teams for rapid addition to the student s meeting record. 5. Meeting Scheduling creates the ability to schedule multiple student meetings in preparation for the invitation letter form. 6. Create a Batch of IEPs is a powerful tool creating IEPs for multiple students at a time- see documentation or Help 7. Lock/Finalize a Batch of IEPs creates permanent auditable pdf files of IEPs that have been completed at the PPT meeting and copies given to parents/guardians. See documentation or Help

2 2 8. Student Inactivation is a utility that will close all student IEP records upon ineligibility or exit from district. See documentation or Help 9. Staff/Location Mass Replace is an efficient tool to update student placement or service records w/ staff and building information. See documentation or Help. ** Note: This feature is a replacement tool not a load tool used for adding multiple staff to records. Section Click Manage Letterhead from the Home Screen. 2. Click the New button on top left of screen from the Letterhead Summary screen. 1. Name the Letterhead w/ the applicable staff name. 2. Enter District address information into the Report Header section. 3. ** You can Copy a preexisting Letterhead from the Summary screen and change the name to avoid typing in address. 4. Click the Staff Type/Enclosure button. 1. Click to add New Enclosure 2. Choose Invitation Phone as Type from drop down and enter phone number. 3. Click Update when finished. 4. Add another enclosure with a Type of Report footer 1 and type in staff name and title to appear as signature for invitation letter. 5. Save when completed

3 3 Section Click Manage Teams from the home Screen 2. Click New to Add a new Team or Edit to modify an existing team if members have changed. 3. Name the team. 4. Choose Type of IEP from dropdown. 5. Click Staff to begin adding/modifying team members.

4 1. Click Add 2. Type in the last name of the staff member and Search 3. Click on name and Update 4. Continue adding staff 5. Check Add Staff check box 6. Save when done 4 Section Click Manage my Student from home Screen 2. Use the Search window to find the student. 3. Enter Last Name, First Name, or Student ID in the Search field and click Search. 3. Click on the Student s name to open record. ** You can also filter students based on Type. By default IEPplus will display Active students with an enrollment type = Special Education.

5 5 The student Summary page is divided into a navigational bar on the left and a preview of the student s most current information on the right including demographic and IEP information. Section Click the Invitation Letter link from the Student Navigation bar on the Summary screen. 2. Existing Invitation letters will display in the summary screen 3. Click the New button to begin new invitation letter. 1. Enter meeting date in required field. 2. Choose an existing meeting record by clicking radio button next to Use the following meeting 3. After filling in date information click Create Letter

6 6 Basic navigation of web form: Save will save all edits made to the invitation letter Return will return the user to the Invitation Letter Summary screen. Sections/Main indicates the amount of sections or pages of the document. Maintenance allows the user to lock the webform so that no additional changes can be made to it or delete the form entirely. Filling out Invitation Letter Heading information: Pulls from System Organization record Parent/Guardian address: Pulls name of parent or guardian indicated in contact information and prints mailing address. Required Date: Defaults to date of invitation creation- can be changed to reflect actual sent date Notice Type: Check off applicable types and/or fill in text boxes w/ data Meeting Info: Fill in time and select meeting location from drop down Purpose of Meeting: Individual or multiple check boxes can be selected

7 Very IMPORTANT: Save when finished 7 Adding Attendees 1. Click on Add link to add attendees of meeting 2. Search for staff from the district table or use free text option Attendee Overview screen Position Type: Choose Guardian to select specific student parent/guardian info- Save when completed. For listing staff as district administrator- choose Administrator as type. Link to Existing Person (Staff lookup): Enter staff last name and click Search. This will show you staff matching that criteria. Click on desired staff and click Save. Enter a name: Use this option when wanting to key in name of person not in staff lookup

8 8. Attendee Summary Screen New: Enables additional attendees to be added Edit: Change attendee info (staff or position) Copy: Copies displayed record and allows a change to staff name or position Return to Student: Option returns user to Invitation web form Delete: Use to remove displayed staff from meeting attendee list

9 Invitation letter Signature 1. Select applicable letterhead for staff signing letter 9 Printing Invitation Letter 1. Go to the Reports drop down at top of screen, select Invitation letter and click Print Preview.