Oregon Invitation Letter User Guide IEPPLUS

Transcription

1 Oregon Invitation Letter User Guide IEPPLUS 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 9

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 Step 1 Select a Student... 3 Step 2 Select a Meeting & Letterhead... 4 NAVIGATION/TOOL BAR... 4 SETUP AND CONFIGURATION... 5 CODE TABLE SETUP... 5 DATA MAPPING... 6 REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 9

3 OVERVIEW This document describes the instructions on how to create the OR Invitation Letter, as well as the layout of the data on the form in the IEPPLUS application. FORM INSTRUCTIONS FORM CREATION The form creation process includes 2 steps: Step 1: Select a Student Step 2: Select a Meeting & 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 Summary screen will display. The Forms that can be created for a student will be listed. Click on the Invitation Letter link. The Invitation Letter Summary 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 Invitation Letter, click the appropriate link. To create a new Invitation Letter, click the New icon SunGard Public Sector Inc. All Rights Reserved. Page 3 of 9

4 STEP 2 SELECT A MEETING & LETTERHEAD 1. Create a new meeting record, or, if a meeting has been previously scheduled in IEPPLUS, select it from the drop down list. 2. Select a Letterhead for the Invitation Letter if necessary (this is an optional field). 3. Click the Create Form link to create the Invitation Letter or click the Cancel link to cancel and exit. NAVIGATION/TOOL BAR After the Invitation Letter 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 only one link for the Main section of the form. Click on that link to move to that section. 2. Maintenance: These options will maintain Form Information such as Letterhead, and Meeting. Delete functionality is available depending on user security. 3. Validation: These options will change the status (Ready for Review, Lock, Unlock, and Finalize). 4. File Attachments: Click the Attach Files(s) link 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 SunGard Public Sector Inc. All Rights Reserved. Page 4 of 9

5 Example of when a form is finalized: 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. SETUP AND CONFIGURATION CODE TABLE SETUP The form & report require specific Code Tables in order to correctly populate the fields. The necessary Position Type for each field is defined in the Data Mapping section of this document (if applicable). To add, edit or lookup a code, do the following: 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (see Data Mapping section herein for details). 3. To Add a Code, choose New from the top menu. Enter the Code in the Description text box and then choose the Update link. 4. Remember to click the Save icon at the top of the page, when finished SunGard Public Sector Inc. All Rights Reserved. Page 5 of 9

6 DATA MAPPING a-e 7 8a-c a-b SunGard Public Sector Inc. All Rights Reserved. Page 6 of 9

7 IEPPLUS Data Mapping: OR Invitation Letter 1 Letterhead Maintenance > Manage Letterheads 2 Date Defaults to today s date, however, the user may modify it if they wish. Maintenance > Manage Code Tables > Position Type 3 Parent/Guardian/Surrogate Parent 4 Student s Full Name 5 At this meeting we will: 6a Manage the Meeting Record 6a Meeting Date 6b Meeting Time 6c Meeting Location 6d Meeting Room 7 Meeting Reason 8a Contact Name 8b Contact Phone 8c Due Date 9 Meeting Team Student > Basic Information > Contacts > Type = Parent/Guardian, or Surrogate Parent Will be listed in Priority order on both the form & the report. Student > Demographics > First Name, Middle Name, Last Name, and Qualifier (ex: Jr, II, etc.) Check boxes (6) If the 1 st check box is selected, then the user must also select one of the sub-check boxes that activate beneath it as well. Clicking this link opens up the actual Meeting record. The user may change any information; whatever change that is made will also be reflected on the form. Student > Meetings > Main > Date Student > Meetings > Main > Time Student > Meetings > Main > Location Student > Meetings > Main > Reason Check boxes: the check box will automatically select based upon the Meeting Type in the Meeting record. Maintenance > Manage Teams Student > Meetings > Attendees > Team If a team is selected, the members invited within that team will appear on the form SunGard Public Sector Inc. All Rights Reserved. Page 7 of 9

8 IEPPLUS Data Mapping: OR Invitation Letter Maintenance > Manage Code Tables > Position Type Click the Edit button to edit an existing meeting invitee, or click the Delete button to delete an existing meeting invitee. 10 Meeting Participants The Parent/Guardian, Surrogate Parent, and Child will always appear in the Meeting grid; however, they will only be marked as invited if the actual meeting record has them marked as Invited. The user may also manually select them by placing a mark in the check box next to the name. If this action is taken, then the actual meeting record will also be updated with this as well. The Regular Education Teacher, Special Education teacher, District Representative, and Individual Interpreting Evaluation will also appear in the meeting grid if they were invited in the actual meeting record. The user also has the option to add more or delete existing invited team members as well. Again, if this action is taken, then the actual meeting record will also be updated with these changes as well. 10 cont. 11a Signature/Title 11b Phone SunGard Public Sector Inc. All Rights Reserved. Page 8 of 9

9 REVISION HISTORY 4/21/2014: This document has been completely reformatted in accordance with SunGard current documentation standards. Cover page, Table of Contents, header & footer, and copyright information have been added to this document. The Data Mapping section and table has been updated. 9/16/2010: Changed Meeting Room from Organization, Room drop down to a text field for independent typing on the form. 8/18/2010: Created mapping document. Modification made to the Meeting Participants section to reflect the Staff Position on the Invitation letter and Position Type on the IEP SunGard Public Sector Inc. All Rights Reserved. Page 9 of 9