Missouri 504 Accommodation Plan Form Instructions and User Guide

Transcription

1 Missouri 504 Accommodation Plan Form Instructions and User Guide 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 K-12 Education. All Rights Reserved. Page 1 of 12

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 FORM NAVIGATION/TOOL BAR... 4 FIELD MAPPING ACCOMMODATION PLAN... 6 SECURITY CODE TABLE SETUP REVISION HISTORY SunGard K-12 Education. All Rights Reserved. Page 2 of 12

3 OVERVIEW A 504 Accommodation Plan is created for each student that will receive 504 services and/or accommodations under ADA guidelines. FORM INSTRUCTIONS FORM CREATION The form creation process is as follows: 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: SELECT/CREATE A 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 in the student navigation panel located on the left side of the screen. The section with the 504 forms is illustrated in the screenshot below. 2. Click on the 504 Accommodation Plan link. 3. Clicking on this link will open the 504 Accommodation Plan Summary screen, 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 on the applicable form/date link. To create a new 504 Accommodation Plan, click on the New icon SunGard K-12 Education. All Rights Reserved. Page 3 of 12

4 4. After clicking on the NEW icon, a screen similar to the above will display. Select a Letterhead from the drop down list. The Letterhead determines the district info (name, address, etc.). This defaults to the Letterhead selected in System/User options, however, the user may select a different Letterhead if desired. 5. If using an existing 504 meeting, select the meeting from the drop down list. If creating a new 504 meeting, click the Create a Meeting radio button, enter the meeting date in mm/dd/yyyy format, or click the calendar button to select a date. 6. If using an existing referral, select it from the drop down list. If creating a new Referral, click the Create a Referral radio button, enter the referral date in mm/dd/yyyy format, and select a referral type. 7. Select a prior 504 Accommodation Plan or Evaluation Report to attach to the form being created. 8. When finished with all of the above selections, click the Create Form link. Please note The Letterhead, Referral and Meeting fields are not required when creating the form. The user may select these items after creating the form. See Maintenance > Form Information in the next section for additional details. FORM NAVIGATION/TOOL BAR Once the 504 Evaluation Report Form has been created, the form will open displaying the first 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. Click on any link to move to that section. 2. Maintenance These options will maintain Form Information such as: Form Name, Form Date Range, Letterhead, Meeting, and Referral. Refresh and Delete functionality is available depending on user security SunGard K-12 Education. All Rights Reserved. Page 4 of 12

5 3. Validation These options will change the status (e.g. Locked, Ready for Review, Finalized) or validate the form. The validation option will check to see if all necessary information has been entered and display messages relating to any errors found (see Validation section herein for more information). 4. File Attachments 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. The following options will display at the top 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 K-12 Education. All Rights Reserved. Page 5 of 12

6 FIELD 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). 504 ACCOMMODATION PLAN SunGard K-12 Education. All Rights Reserved. Page 6 of 12

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8 a 13 IEPPLUS Missouri 504 Accommodation Plan 1 Logo and Letterhead Maintenance, Manage Letterhead, System or User Default. Selection also available in Form Information. Logo stored on the web server: Webfiles > Images > Client Images > clientlogo.jpg 2 Student Information a) Student Name Student, Demographics Name: First, Middle, Last, Qualifier b) Birthdate Student, Demographics, DOB Student c) Student Number Student, Demographics, Student ID d) School Enrollment Location. Displays the location from current Enrollment record as of the Meeting Date. e) Grade Enrollment Grade. Displays the grade from current Enrollment record as of the Meeting Date. f) Case Manager Student, Program, Placement, Staff, Staff Position = 504 Case Manager as of the meeting date. 3 Referral Information a) Referral Date Student > Educational Information > Referral linked in Form Information or when creating the form. b) Permission Received User entered field reflecting the date permission to conduct an evaluation was received from the parent. c) Referral Type Drop down list used to select referral type (ex. Section 504 Initial Referral). Item in the drop down will display based on Referral Code Table with Alternate Code Description = 504. d) Source Type Drop down list used to select source type (ex. Parent). Items in the drop down will display based on Referral Source Type Code Table. e) Source of Referral Text box used to provide more details regarding the referral source. f) Add Reasons Clicking on the Add Reasons button will expand the section, including a drop down list used to select the referral reason and a text box used to record the reason priority. Items in the drop down will display based on the Referral Reason Code Table. 4 Add Disability Clicking on the Add Disability button will open a pop-up box used to enter disability information: Start Date will default based on the form. Disability will default based on Alternate Code Description = 504 in the Disability Code SunGard K-12 Education. All Rights Reserved. Page 8 of 12

9 Table. 5 Important Dates a) Meeting Date Displays a link used to Create a New Meeting or update an existing meeting (Meeting Type Alternate Code = 504). b) Plan Start Date Populates with the date the form is created. The user can enter a date in MM/DD/YYYY format or click on the calendar to select a date. Changes are also reflected in the Form Information section accessible from the form tool bar on the left side of the screen. c) Reevaluation Date Populates based on Student > Educational Information > Important Date with Alternate Code Type = 504RE. User can enter this information and the Important Date will update upon form finalization. d) Projected If there is an Evaluation Report, Important Date = 504PDNR, it will display Reevaluation Date that date. If not and there is an 504 Accommodation Plan, Important Date = 504RE, IEPPLUS will add 3 year less 1 day to this date and display in this e) Projected Annual Review Date 6 Parent Information a) Parent/Guardian/ b) Surrogate c) Communications 7 1. Major Life Activities 8 2. Major Bodily Functions 9 3. Provision of Services 10 Accommodations / Action to be taken: projected field. (read only). Populates based on the meeting date plus 1 year minus 1 day. The user can change the value. Basic Information > Guardians/Contacts where Type = Parent/ Guardian or Surrogate Parent, and does not have the Do not send mail option selected. Displays the First, Middle, Last, and Qualifier (ex: John J. Jones, Jr.), and the communication info (home phone, , fax, etc.). Text box used to describe 1) the student s impairment. Text box used to describe 2) how the impairment impacts the student s education. Associated check boxes used to indicate how the student s disability limits or impacts the student in the educational setting. Allows multiple selections. Check boxes used to indicate the bodily functions that are limited due to the student s condition. Allows multiple selections. If question 3 is answered Yes, continue to describe the necessary accommodations (Category = Section 504 Accommodation) and/or Related Services. Once a statement has been selected, additional check boxes are available to indicate the Responsible Agency/Person. (Category = Section504Accommodations, Subcategory = Responsible Party). -Check box to indicate None Needed as appropriate. 10a Services Ability to add Services with a Service Type = 504 Special Transportation, 504 Support for School Personnel Service, and 504 Non-academic and Extracurricular Activities. -Go to Maintenance, Manage Code Tables, Service and add records for the Service types identified above for user selection. -Note: To save space, the Begin/End dates on the report will be reflected as MM/DD/YY format instead of MM/DD/YYYY. 11 Add Meeting Attendee The Add Meeting Attendee button opens a text box similar to the screenshot below. The user can type in a staff name, which then searches the staff table. Selecting a name will auto-fill both the staff name and position. Clicking on the second check box located beneath the name search field, will open the section where the user can add any name not found in the staff table SunGard K-12 Education. All Rights Reserved. Page 9 of 12

10 The default attendees include the student s contacts with type = parent / guardian and the student. Use the applicable check box and Attendance drop down to invite the attendee and record their attendance. If the Invited check box is not marked, the individual is not listed as an attendee in the printout. 12 Copy Given to Parent Date picker and text box used to indicate when and who provided a copy of the 504 Accommodation Plan to the parent. 12a Method of Delivery Textbox 13 Implementation Section Clicking on the Add button will expand the section used to record information relating to plan implementation, including the Names of Informed Staff, the Date Informed and Manner of Presentation. Page Header and Footer The printout will include a header and footer: Header at the top of each page will identify the student name and ID. Footer at the bottom of each page will identify the form name and version/date: 504 Accommodations Plan (08/2014) VALIDATION Error Message Error Description Warning / Error Rule # Missing text for limitation of life activity Missing text for impact of educational setting Add text for question 1: Describe the student s mental or physical impairment(s) that serve as the basis for the student s 504 disability and how the student s impairment(s) substantially limits a major life activity or activities Add text for question 2: Describe how the student s 504 disability limits or impacts the student in the educational setting. Error Error SECURITY To grant a group or user permissions for the 504 Accommodation Plan, navigate to Security > Manage Groups > Permissions, or Security > Manage Users > Permissions, then check on the applicable permissions check boxes. Click the Save button when finished assigning the security permissions for the Group/User SunGard K-12 Education. All Rights Reserved. Page 10 of 12

11 Permissions for this form are defined in the table below. Permission Checked On Not Checked On Links providing access to existing forms (or View archives) active. User will have the ability to access Links providing access to the form inactive. existing forms (or archives) but cannot change any User will not have the ability to view the form. data. Add Edit Delete Lock Unlock Finalize Revise Refresh Reset Dates User will have the ability to create new forms. User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire FORM. 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 tool bar providing the ability to lock a form. User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of a form. User will have active Revise link providing the ability to unlock and amend a form. User will have active Refresh link in the form tool bar providing the ability to refresh/update a form with all the latest information. User will have active Reset Date links in the Form Information section accessible through the form tool bar. User will not have the ability to create new forms. Entire FORM - User will not have the ability to change any field in an existing form. All fields read only. Section User will not have the ability to edit the section (all fields within section read only). Delete link in form tool bar inactive. User will not have the ability to delete a form. Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock link in the form tool bar inactive. User will not have the ability to unlock a form. Finalize link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a form. No revise link available. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. Reset Date links in Form Information inactive. CODE TABLE SETUP - Navigate to Maintenance > Manage Code Tables. - Select the name of the table from the drop-down list (ex: Extension Reason ): - To add a code, choose New from the top menu. - Enter the Code in the Description field, click on Update, and then the Save button SunGard K-12 Education. All Rights Reserved. Page 11 of 12

12 - 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. 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 Update, and then click the Save icon. REVISION HISTORY 08/02/2016 Removed LEA, Special Education Teacher, General Education Teacher Added Method of Delivery 03/18/2016 Updated Important Date for Projected Reevaluation Update to indicate appropriate statement Categories and Service/Service Types used in the Accommodation Plan. 01/21/2016 Initial document creation SunGard K-12 Education. All Rights Reserved. Page 12 of 12