OH: OP-5 Parent/Guardian Excusal. Ohio Form OP-5: Parent/Guardian Excusal IEPPLUS

Transcription

1 Ohio Form OP-5: Parent/Guardian Excusal IEPPLUS SunGard K-12 Education Copyright 2013 Page 1 of 12

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 Step 1 Select a Student... 3 Step 2 Select Options... 4 NAVIGATION/TOOLBAR... 4 FORM COMPLETION... 5 MEETING PARTICIPANTS, ATTENDED/EXCUSAL REASONS, CONTENT AREAS... 5 CODE TABLE SETUP... 5 DATA MAPPING... 8 REVISION HISTORY SunGard K-12 Education Copyright 2013 Page 2 of 12

3 OVERVIEW The Parent/Guardian Excusal form is intended to allow the parent(s)/guardian(s) to grant consent for the excusal of a team member to not attend the scheduled Special Education meeting. The consent is voluntary and the parent(s)/guardian(s) may revoke their consent at any time prior to the actual meeting. A meeting record should exist prior to the creation of this form. There is no meeting creation through this form. All meeting participants will be displayed in the meeting control. Parent/Guardian, Student, General Education Teacher, and Intervention Specialist positions are automatically added when a meeting is created through the Invitation Letter form. If a student does not have a Parent/Guardian, or Surrogate parent, the following message will appear to help aid staff members with how to complete the form: 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 Forms that can be created for a student will be listed. Click on the Parent/Guardian Excusal link. SunGard K-12 Education Copyright 2013 Page 3 of 12

4 The Parent/Guardian Excusal 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 Parent/Guardian Excusal letter, click the New icon. STEP 2 SELECT OPTIONS 1. When the New button is selected (see screenshot above), the Form Wizard displays. This wizard is an automatic template that helps the user to easily setup the form (see screenshot below). 2. Select a Letterhead, and then select an existing meeting from the drop-down box. 3. Click the Create Form link. NAVIGATION/TOOLBAR Once the form has been created, it will display a toolbar on the left side of the screen, divided into the following areas: 1. Sections This displays the only section of the form ( Main ). 2. Maintenance These options will maintain Form Information, Delete. Form Information provides the ability to change the Form Name, Form Date Range, Letterhead and Meeting. Delete functionality is available dependent on user security. 3. Validation These options will change the status (Ready for Review, Lock, and Finalize). 4. File Attachments Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment. SunGard K-12 Education Copyright 2013 Page 4 of 12

5 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 MEETING PARTICIPANTS, ATTENDED/EXCUSAL REASONS, CONTENT AREAS The Meeting Team Members grid will be filled in according to the information already populated in the meeting record. The user can update the meeting information as follows: Choosing a different team in the Team drop-down box Clicking the Add Meeting Attendee link to add additional attendees Clicking the Delete icon to delete an attendee. The user can also edit the Attended/Excusal Reason, and the Area. The Attended/Excusal Reason is the drop-down box where the user can choose how the attendee attended the meeting, or indicate the reason that they were excused from the meeting. The Area is the attendee s individual area of curriculum, content, or related service in which will be discussed and/or modified during the meeting. A screenshot of the Meeting Team Members grid is illustrated in the Data Mapping section of this document. CODE TABLE SETUP SunGard K-12 Education Copyright 2013 Page 5 of 12

6 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (ex: Meeting Attempt Response ). 3. To add a code, choose the New icon from the top menu. 4. Enter the Description in the yellow box, then click on the Update link, and then click the Save icon from the top menu. 5. 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. SunGard K-12 Education Copyright 2013 Page 6 of 12

7 6. Once the record is open, click the appropriate link to add a new Alternate Code or Edit an existing one. Clicking the Delete icon will remove an existing Alternate Code. When finished with the changes, click the Save icon. SunGard K-12 Education Copyright 2013 Page 7 of 12

8 OH: OP-5 Parent/Guardian Excusal DATA MAPPING a SunGard K-12 Education Copyright 2013 Page 8 of 12

9 SunGard K-12 Education Copyright 2013 Page 9 of 12

10 a Letterhead IEPPLUS OH: Form OP-5 Parent/Guardian Excusal OH: OP-5 Parent/Guardian Excusal Letterhead selected within the form. Maintenance, Manage Letterheads. Uses Letterhead from Set My User Options, orset Systemwide Options 1 Date: Form Letter Date Date of letter 2 Student s Name: Demographics, Name First, Middle, Last names & Qualifier (ie John H. Jones Jr.) 3 Date of Birth Student, Demographic, Date of Birth field 4 Dear: Parent/Guardian Salutation Basic Information, Contact, Type = Parent/Guardian, Surrogate Parent - Addresses Tab = Mail - Mail Attention Line, if blank use Contact Name fields REPORT: Student correspondence based on Student Address Mail Flag. (e.g. Dear Mr. & Mrs. Jones, III:) 5 Meeting Date Meeting Date 6 We Checkboxes Check Boxes: Displays Code Table Meeting Attempt Response with Alternate Code -Saves as Attempt Response linked to Meeting 7 Instructions: Content Area Not Discussed Report only: This section appears as a Yes/NA checkbox and a line indicating the name of the team member and the Content Area. Manage Meeting Members - Form, Meeting, Meeting Attended Type: - Yes checks on the report if any Meeting Participants have Attended Type with an Alternate Code = EXND - Area is listed on the report next to the Staff Name as indicated on the form above. - Use Meeting Attendee Control to manage Excusal Reasons and Content Areas. Validate as follows: o Valid Excusal Reason (alt-code as above) must have an associated Content Area. o Invalid Excusal Reason alt-code not EXND ) must not have an associated Content Area. o Other Excusal Reasons (ie. Attended via teleconference) must not have an associated Content Area. SunGard K-12 Education Copyright 2013 Page 10 of 12

11 8 Instructions: Content Area Discussed Report only: This section appears as a Yes/NA checkbox and a line indicating the name of the team member and the Content Area. Form, Meeting, Meeting Attended Type: - Yes checks on the report if any Meeting Participants have Attended Type with an Alternate Code = EXW - Area is listed on the report next to the Staff Name as indicated on the form above - Use Meeting Attendee Control as indicated in item #7. Validate as indicated in #7 except use EXW as a valid code. 9 Content Area Free-form text box that must be filled in if the team member is excused from the meeting. Do not enter a Content Area for a team member that is not excused. 10 Procedure Safeguards Contact Text box or System or User Default, Letterhead, Staff Type/Enclosure = Procedure Safeguard Contact, Line 1 = Name Line 2 = Title Line 3 = Phone 11 Sincerely System or User Default, Letterhead, Staff/Enclosure of Type = Report Footer 1 -Line 1 = Name -Line 2 = Title a Report Footer Prepared by the Ohio Department of Education for optional use. Not an ODE Required form. SunGard K-12 Education Copyright 2013 Page 11 of 12

12 REVISION HISTORY 5/23/2013: Updated entire document s formatting to conform to standard SunGard QA documentation layouts. Added: Overview section, Form Instructions section, Navigation/Toolbar section, Code Table Setup section, table of contents, header, footer, and section breaks. Updated: Screenshots, and Data Mapping section & table. SunGard K-12 Education Copyright 2013 Page 12 of 12