Section 504 Notice of Conference Form. Illinois

Transcription

1 Section 504 Notice of Conference Form Illinois 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 13

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 Step 1 Select A Student... 3 Step 2 Select A Meeting... 4 NAVIGATION/TOOL BAR... 4 SETUP AND CONFIGURATION... 6 CODE TABLE SETUP... 6 DATA MAPPING... 7 SECURITY REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 13

3 OVERVIEW A student is entitled to a Section 504 Accommodation Plan if they have been identified and the evaluation shows that the individual has a mental or physical impairment that substantially limits one or more major life activities. This determination is made by a team of knowledgeable individuals, including the parents, who are familiar with the student and his/her disability. The form notifies the parent/guardian of an upcoming meeting to discuss the findings of the evaluations and/or the review of an Accommodation Plan. It includes the reason for the meeting, the time, place, and meeting participants. This form is used for all meetings held with regard to Section 504. FORM INSTRUCTIONS FORM CREATION 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. The Section 504 Forms that can be created for a student will be listed. Click on the Notice of Conference link: 5. The 504 Notice of Conference 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 form, click the appropriate link. To create a new form, click the New icon SunGard Public Sector Inc. All Rights Reserved. Page 3 of 13

4 STEP 2 SELECT A MEETING 1. If a Meeting record has already been created, then choose it from the drop-down. If one does not exist, then enter a Meeting Date, and select a Meeting Type from the drop-down and it will create both records. NAVIGATION/TOOL BAR Once the form has been created, it will display the cover page. 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. On this form, there is only section called Main. 2. Maintenance These options will maintain Form Information such as Letterhead, Meeting, Placements, and Form History. Form Information also provides the ability to change the Start dates of the Placements. Refresh and Delete functionality is available depending on user security. An example of the Form Information screen can be seen below: 3. Validation These options will maintain the following items: Ready For Review, Lock/Unlock, and Finalize. 4. File Attachments SunGard Public Sector Inc. All Rights Reserved. Page 4 of 13

5 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. 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: 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: SunGard Public Sector Inc. All Rights Reserved. Page 5 of 13

6 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 Reason ): 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. An example is shown below: 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 6 of 13

7 DATA 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 required. 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) SunGard Public Sector Inc. All Rights Reserved. Page 7 of 13

8 IEPPLUS Illinois Section 504 Notice of Conference 1 Client Logo, if it exists Displays on Report only 2 Letterhead Maintenance, Manage Letterhead and/or User Defaults Report Header, footers 3 Student Name Student, Demographics Name: First, Middle, Last, and Qualifier (ex: John H. Jones Jr.) 4 Grade Student, Placement, Grade, as of Meeting Date 5 Date Today s Date, the user may change this date if they choose 6 School Student, Placement Location, as of Form Meeting Date 7 Date of Birth Student, Demographics, DOB 8 Gender Student, Demographics, Gender, Mark Male or Female Name: Contact Type = Parent/Guardian, and/or Surrogate Parent Displays all names as First, Middle, Last, and Qualifier (ex: John H. Jones Jr.) 9 Parent(s)/Guardian(s) Info Address: Contact Type = Parent/Guardian and/or Surrogate Parent Mailing Address, if not Mailing address, then Home Address Communications: Basic Information, Contact, Contact Type = Parent/Guardian, and/or Surrogate Parent Lists all communications on a single line separated by commas SunGard Public Sector Inc. All Rights Reserved. Page 8 of 13

9 IEPPLUS Illinois Section 504 Notice of Conference Six check boxes controlled by Meeting, MeetingReason: MeetingReason, Alternate Code Type = IL IEP Code Alternate Codes o 504IR (Section 504 Initial Evaluation) o 504RE (ex: Section 504 Reevaluation) o 504AR (ex: Section 504 Annual Review) o 504Amend (ex: Section 504 Amendment) o 504MDR (ex: Section 505 Manifestation Determination) o 504Other (ex: Section 504 Other) Other: Text Box and/or the ability to select from Meeting Reasons drop down for records with Alternate Code = 504Other Check box if reason is indicated in an existing meeting record or save data checked on form to meeting reason. Allow for the selection of multiple Others. 10 Type of Meeting Contact Type = Parent/Guardian, and/or Surrogate Parent 11 Parent(s) Mail Attention line, if blank, use Contact name field as First, Middle, Last names & Qualifier (ie John H. Jones Jr.) 12 Meeting Date Meeting, Meeting Date 13 Meeting Time Meeting, Meeting Time 14 Meeting Location Meeting, Meeting Location 15 Meeting Room # Meeting, Meeting Room # If this box is not populated, then the user may enter a Room # into the text box if need be SunGard Public Sector Inc. All Rights Reserved. Page 9 of 13

10 IEPPLUS Illinois Section 504 Notice of Conference Meeting Control Ability to select a Team or add multiple staff members & titles, as well as the parent(s)/guardian(s), and student. 16 Meeting Participants An unlimited number of participants are allowed within the grid. The Name, Title, Invite, or Attended fields will save into the actual Meeting record. Fill field from letterhead, Staff Type/Enclosure = Section 504 Contact Phone If no contact type exists in the Letterhead, then a text box enables for manual entry. 17 Section 504 Contact Phone SunGard Public Sector Inc. All Rights Reserved. Page 10 of 13

11 IEPPLUS Illinois Section 504 Notice of Conference Fill field from Letterhead, Staff Type/Enclosure = Section 504 Parental Rights Contact & Section 504 Parental Rights Location If no contact or location exists in the Letterhead, then two text boxes will be enabled for manual entry Section 504 Parental Rights Contact & Location Fill field from letterhead, Staff Type/Enclosure = Section 504 Contact Name If no contact name exists in the Letterhead, then a text box enables for manual entry. 20 Section 504 Contact Name SunGard Public Sector Inc. All Rights Reserved. Page 11 of 13

12 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. The permissions check boxes will control access and functionality as follows. Permission Checked On Links providing access to existing forms (or archives) active. User will have the ability to View 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. User will have active Delete link in the form tool bar providing the ability to delete a form. User will have active Lock link in the form tool bar providing the ability to lock a form. User will have active Unlock link in the form Not 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. Delete Delete link in form tool bar inactive. User will not have the ability to delete a form. Lock Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock 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. User will have active Finalize link in the form Finalize link in the form tool bar inactive. User Finalize tool bar providing the ability to finalize and will not have the ability to finalize and create an create an archive copy of a form. 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 Refresh link in form tool bar inactive. User will tool bar providing the ability to update a form not have the ability to refresh a form. with all the latest information. Reset Dates Not applicable for this form. Not applicable for this form SunGard Public Sector Inc. All Rights Reserved. Page 12 of 13

13 REVISION HISTORY 7/28/2014: Original document creation SunGard Public Sector Inc. All Rights Reserved. Page 13 of 13