Reevaluation Form Virginia IEPPLUS

Transcription

1 Reevaluation Form Virginia 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 2017 SunGard Public Sector Inc. All Rights Reserved Page 1 of 12

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 NAVIGATION/TOOL BAR... 4 FORM COMPLETION... 5 FORM VALIDATION... 6 SECURITY... 6 FIELD DATA MAPPING... 7 REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved Page 2 of 12

3 OVERVIEW The purpose of the Reevaluation Form is to collect existing evaluation data to be reviewed by the IEP/Child Study Team during the Reevaluation process and to identify eligibility: FORM INSTRUCTIONS FORM CREATION The form creation process is detailed in the steps below: Step 1: Select a Student Step 2: Create a new Reevaluation Form Step 3: Form Wizard: Select Letterhead Select or Create a Meeting Select Evaluation/Test parameters 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. STEP 2: CREATE A NEW REEVALUATION FORM 1. 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 Written Notice of Proposed/Refused Action link. 2. The form summary page will display. a. To edit an existing Reevaluation Form, click the link 2017 SunGard Public Sector Inc. All Rights Reserved Page 3 of 12

4 b. To create a new Reevaluation Form, select the type of form from the drop down (ReEvaluation Report) and then click the New icon WIZARD: FORM CREATION The screen illustrated below will now display. 1. Select a letterhead, 2. Select or create a meeting record 3. Indicate evaluation/test information to be pulled onto this form and click the create Form button. a. You can determine the date range of evaluations to be displayed on the form (ie entering a date range will only display those that fall within (ie 3 years) or you can select ALL or None. 4. Select Create Form. NAVIGATION/TOOL BAR After the Reevaluation 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: Sections There is a single section on this form called Main. Maintenance These options will maintain Form Information, such as Form Name, Date Ranges, Letterhead, etc. Refresh and Delete functionality is available depending on user 2017 SunGard Public Sector Inc. All Rights Reserved Page 4 of 12

5 Validation These options will change the status (i.e., Locked, Ready for Review, Finalized). File Attachments Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment. 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. 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 The following describes the information required to complete the form. For additional information on a specific field, refer to the Data Mapping section of this document. 1. Evaluation Data: a. Select the Add Evaluation or Add Test button to add data to the form. b. There are multiple text boxes on this form, enter text as needed. 2. Determination Section: a. Answer Yes/No Questions 2A-d. If question 2d is No enter text into the text box describing additions or modifications that need to be supported through evaluations. b. Recommendation: The existing disability will display here and can be edited if needed. c. Complete any additional text boxes 3. Team Summary: a. Enter text with regard to the student s Eligibility/IEP Team Summary. b. Review the Reevaluation Decision Date and Next Three Year Evaluation Date, update as needed. c. Indicate if Procedural safeguards were provided. d. Add or edit any meeting participants as 2017 SunGard Public Sector Inc. All Rights Reserved Page 5 of 12

6 FORM VALIDATION The validation option will check to see if all necessary information has been entered and display messages relating to any errors found. Click the applicable link in the Validation section of the form tool bar to run validation. Upon completion, a pop-up box will display with descriptions of any errors found. Validation Report example below: SECURITY To grant a group or user permission to the Reevaluation form, navigate to Security >Manage Groups > Permissions Tab, or Security > Manage Users > Permissions Tab, then check off the appropriate areas indicated in 2017 SunGard Public Sector Inc. All Rights Reserved Page 6 of 12

7 FIELD DATA MAPPING This section provides data source and destination, where applicable, for all fields on the form. 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 (indicated in the Mapping information) from the drop down list. Then click the Show Alternate Codes link at the top of the page to see the applicable codes. a Student Name: Student Number: Disability(ies): 5 6 DOB: School: 1. Identify and summarize existing evaluation data that was reviewed by the IEP/Child Study Team during the Reevaluation Process. a. Current and past evaluation data Social History: 7b Medical: 3. Educational: 4. Psychological: 5. Classroom performance: 6. Other: b. Information and evaluation provided by the student s parent(s): c. Observations from teachers and related service providers: d. Other relevant information: 2. Indicate by answering YES or NO whether the information and evaluation data 2017 SunGard Public Sector Inc. All Rights Reserved Page 7 of 12

8 17 NOTE: If the response to each question in Item #2 is YES, there is no need to refer the student for formal evaluation, unless the parent requests an evaluation OR the student may no longer be eligible for services. If either of these situations exists OR at least one response in Item #2 is NO, the team must identify the evaluation components that are needed to supply the information necessary to make a determination regarding eligibility. The process is considered the evaluation if no additional data is needed Recommendations (Check all that apply): No further evaluations are needed to determine continued eligibility for special education services. The student continues to qualify for special education services. Identified Special Education Category(ies): Parent requests that Student not be identified by his/her disability (SWD) Priority Specific Learning Disability (SLD)** Intellectual Disability (ID) Emotional Disability (ED) Other Health Impairment (OHI) Autism Developmental Delay (DD) Orthopedic Impairment (OI) Visually Impaired (VI) Speech/Language Impairment (SLI) Traumatic Brain Injured (TBI) Multiple Disabilities (MD) Hearing Impairment (HI) Deaf-Blindness (DB) The following evaluation(s) is (are) needed for the purpose of [ ] determining special education eligibility [ ] consideration/termination of a special education related service [ ] IEP planning: 24 Parental consent for evaluation is required. 4. Eligibility/IEP Team Summary: Reevaluation Decision Date: 27 Next Three Year Evaluation Date: 28 Procedural safeguards in determining eligibility and in ensuring the confidentiality of records were provided to the 2017 SunGard Public Sector Inc. All Rights Reserved Page 8 of 12

9 Signature below indicates that the report reflects each individual s conclusions. Signature Title Date 29 Signatures below indicate that the report does not reflect a member s conclusions. The group member must submit a separate statement presenting that member s conclusions. a IEPplus Data fields IEPplus Virginia Re-Evaluation Meeting 2/22/2011 Additional Instructions Insert District Letterhead / Logo - Maintenance, Manage Letterheads - Use Options, Set System-wide OR My Options defaults Page Header (Pages 2+) Form Name & Child s Name (First, Middle, Last, Qualifier), Student ID, Meeting Date 1 Evaluation Type Check Boxes (2) - Triennial Review, Special Request - Save as Meeting Reason(s) - Text Box (1) Save into Meeting Notes 2 Date Form, Meeting Date (Read Only) - Meeting date will be changed Form Information, if necessary. 3 Name Student, Demographic: First, Middle, Last name, Qualifier 4 Student ID Student, Demographic: Identification Number Number 5 DOB Student, Demographics, Date of Birth Field 6 School Form, Placement, Location as Form Meeting Date 7 Disabilities Form, Disabilities as of Meeting Date - List all Disabilities in Priority Order (ie Learning Disabled (1), OHI (2) - Display Determination also for a Student with a Disability DO NOT PRINT Determination 7b Evaluation/Tests Insert Evaluation/Test tracking Control between a. and 1.Existing Evaluation Data 8 1. Existing Evaluation Data Rich Text Box Social History 9 Medical Rich Text Box 10 Educational Rich Text Box 11 Psychological Rich Text 2017 SunGard Public Sector Inc. All Rights Reserved Page 9 of 12

10 12 Classroom Rich Text Box Performance 13 Other Rich Text Box 14 Parent Rich Text Box Information 15 Observations Rich Text Box 16 Other Relevant Rich Text Box Information Sufficient - Yes/No/Blank Information Questions A-D 18 3.Recommendatio ns No Further Check Box Text box enabled for comments if answer to 2d. is No. Evaluations 19 Special Ed. Form, Disabilities/Determination Categories / - Priority is need on Disabilities Disabilities - Addition SWD Disability (Student with a Disability) If SWD is chosen (Check Box), Disability is entered into the Determination field indicating their disability BUT only SWD prints on reports. State Reporting uses Determination field (Same as ER, Eligibility Determination Section) 20 Related Services Rich Text Box Removed 12/23/16 21 Student Disability Check box included in Edit grid above. not identified - Disability saved as Student with Disability and disabilities, with their priorities, are saved into the Determination field. 22 Evaluations Check Box Read Only, indicated by existence of next two questions Needed 23 Purpose 3 check boxes - Determining Special Ed Eligibility - Consideration/Termination - IEP Planning + 24 IEP Planning Rich Text Box 25 4.Eligibility/IEP Team Summary Rich Text Box 26 Reevaluation Date Student, Important Date, Type = ReEvaluation Decision Date - Alternate Code = RE (Single record, change of text overwrites existing data upon finalization of form) - Read the date from the Important Date record but save the value in a FormAnswer record Area= VA_RE, Section = 2017 SunGard Public Sector Inc. All Rights Reserved Page 10 of 12

11 27 Next Three Year Eval Date - Modify Finalize code to read the value from this FormAnswer and update the Important Date record upon Finalize. Student, Important Date, Type Next Three-Year Evaluation Date - Alternate Code = NRE (Single record, change of text overwrites existing data upon finalization of form) - Read the date from the Important Date record but save the value in a FormAnswer record Area= VA_RE, Section = NextThreeYearEvaluationDate - Modify Finalize code to read the value from this FormAnswer and update the Important Date record upon Finalize. Check Box 28 Procedural Safeguards 29 Signatures Form, Meeting Attendees - Display meeting Grid. - NOTE: Meeting participants MUST be indicated as Invited. Only print Attended Report Drop Down: Add Excusal Ltr selection even if form is finalized. VA Re-Evaluation Report Form Q&A s FORM ID# Field QU_Area QU_Section QU_Subsection FAW_State FAW_Notes 8 VA_RE Social History Text 9 VA_RE Medical Text 10 VA_RE Educational Text 11 VA_RE Psychological Text 12 VA_RE Classroom Text 13 VA_RE OtherEvaluation Text 14 VA_RE Parent Information Text 15 VA_RE Observations Text 16 VA_RE OtherRelevant Text 17 VA_RE Sufficient Evaluations Piped (4) X X X X 18 VA_RE Recommendations X 20 VA_RE RelatedServices Text 22- VA_RE EvaluationsNeeded Piped X X X Text VA_RE TeamSummary Text 26 VA_RE ReEvaluationDecisionDate Date 27 VA_RE NextThreeYearEvaluationDate Date 28 VA_RE ProcedureSafeGuards X REVISION HISTORY 03/06/2017: Determination Section Question 2 has been reworded to say Yes to all bullets. Question 2d now has a text box and Related Service text box has been removed. Team Summary: 3 yr Evaluation date can now be removed for graduating students Validaiton Rule has been updated for Question 2d. 12/23/2016: Updated mapping document to latest guidelines. Various wording changes, addition of text box to 2D and removed Related Service area. Allow user to delete auto created date for graduating students. Addition of Validation Rule for Question 2017 SunGard Public Sector Inc. All Rights Reserved Page 11 of 12

12 05/04/2016: - Updated to include Overview and Form Instructions - Updated to be in alignment with VDOE Version dated August Lines 3 and 4 were reversed. - Addition of How notice was provided check boxes 06/24/14: Created 2017 SunGard Public Sector Inc. All Rights Reserved Page 12 of 12