Washington Aversive Intervention Plan Form Instructions and User Guide IEPPLUS

Transcription

1 Washington Aversive Intervention Plan Form Instructions and 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 17

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 AIP FORM CREATION... 4 AIP Summary Page... 4 AIP Creation via IEP Form... 4 NAVIGATION/TOOL BAR... 5 FORM COMPLETION... 6 Main... 6 AMENDING AN AIP... 7 REMOVE AMENDMENT... 8 Form History... 9 Security... 9 Screen Configuration... 9 AIP PROGRESS REPORTING PRINTING AN AIP SETUP AND CONFIGURATION Security Revise/Amend Remove Amendment Warning Messages DATA MAPPING MAIN REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 17

3 OVERVIEW An Aversive Intervention Plan (AIP) is the use of stimuli and treatments in which a student finds bothersome to put an end to unwelcome behavior. The purpose of the AIP is to document and make sure that Special Education students are protected against harmful forms of aversive intervention. FORM INSTRUCTIONS FORM CREATION Once a student has been selected, the forms that can be created for a student will be listed. The Aversive Intervention Plan 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 AIP, click the appropriate link (Date column). Aversive Intervention Plan Summary Information Column Heading Column Description Date If the AIP form is linked to an existing IEP, then it displays the start date of that IEP. If the AIP form is not linked to an existing IEP, then it displays today s date. In Use by Displays the username of the individual that is currently in the active AIP form. Linked Form(s) IEP form in which the AIP form is linked. File Attachment Count Total number of files attached to the AIP form. Locked Form Displays the lock icon when the AIP form is locked SunGard Public Sector Inc. All Rights Reserved. Page 3 of 17

4 Progress Reporting Amendment Link that allows the user to add Progress ( Add Review Date and Results button) on the AIP form. The link will only display when the AIP form is Finalized and active as of today s date. Link that allows the user to revise any data on the AIP form except for the Progress mentioned above. The link will only display when the AIP form is Finalized and active as of today s date. AIP FORM CREATION There are two ways to create an AIEP form; 1) from the Aversive Intervention Plan Summary page, New link or 2) from within an IEP. AIP SUMMARY PAGE From the AIP Summary page, click the New link. 1. Select a Letterhead for the AIP (recommended, but not required). 2. Next, select a previously created IEP from the drop down list. Only IEP s that are not attached to an existing Aversive Plan will display in the list. The AIP form does not require an IEP to be associated to the plan. 3. Click the Create Form link to create the new AIP form, or click the Cancel button to exit the AIP form creation wizard. AIP CREATION VIA IEP FORM From within the IEP, navigate to Section #2 (Consideration of Special Factors). 1. Clicking on the No check box suppresses both the drop-down menu to select an existing AIP form, and the Add AIP Form link. 2. Clicking on the Yes check box activates both the drop-down menu to select an existing AIP form, and the Add AIP Form link SunGard Public Sector Inc. All Rights Reserved. Page 4 of 17

5 a. If the user selects an existing AIP form, then the Form Information section of the linked AIP form will reflect this in the Link Form To field in Form Information: b. If the user clicks the Add AIP Form link, the new AIP Form opens. When the use completes the AIP form and saves or returns back to the IEP form, then they will see the linked AIP form. c. When the AIP form is linked to the IEP form, then the IEP Summary screen will look like the screenshot illustrated below: NAVIGATION/TOOL BAR After the AIP 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 a separate link for each section of the form. This form only contains 1 section ( Main ). 2. Maintenance SunGard Public Sector Inc. All Rights Reserved. Page 5 of 17

6 Form Information allows the user to maintain the Form Name, Form Date Range, Letterhead, and the ability to Link Form To an existing IEP. The Delete functionality is available depending on user security and allows the user to delete the AIP form. 3. Validation These options will change the status of the form (Lock, Unlock, and Finalize). 4. File Attachments Select the Attach File(s) link to add an attachment to the AIP form. Click the Delete File(s) link to delete the attachment. To view the attachment, click on the link with the attachment s name. To close the attachment viewing window, click the Close button on the upper right corner. 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. The following options will display at the top and bottom of the form (see screenshot below). Save Saves all entered data from the Main section Return Click the Return icon to return to the Aversive Intervention Plan Form Summary screen. Print Preview The Print Preview button will display the AIP form in your installed.pdf file viewer (such as Adobe Reader). 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 This section provides general information on how to complete the WA AIP form. If more information is needed on a particular field or other area of the form, please refer to the Data Mapping section of this guide. MAIN The AIP form includes the following 8 sections: 1. IEP Meeting Date Allows the user to manage the IEP Meeting Date by choosing a different IEP form in which to link the AIP form to in the Form Information screen. 2. Aversive Intervention SunGard Public Sector Inc. All Rights Reserved. Page 6 of 17

7 Allows the user to specify the aversive intervention(s) that may be used. IEPPLUS: WA Aversive Intervention Plan 3. Reason Allows the user to state the reason(s) why the aversive interventions are judged to be appropriate and the behavioral objective sought to be achieved. 4. Positive Interventions Attempted/Failed Allows the user to describe the positive interventions attempted and the reasons they failed, if known. 5. Circumstance Used Allows the user to describe the circumstances under which the aversive intervention(s) may be used. 6. Duration Allows the user to describe or specify the maximum duration of any isolation or restraint. 7. Precaution Allows the user to specify any special precautions that must be taken in connection with the use of aversive intervention techniques. 8. Personnel Allows the user to specify the person(s) permitted to use the aversive intervention(s), and the current qualifications and required training of the personnel permitted to use the aversive interventions. 9. Review Date and Results Allows the user to list the means of evaluating the effects of the use of the aversive interventions and a schedule for periodically conducting the evaluation. AMENDING AN AIP 1. Any AIP form that is active as of today s date & finalized will have an Amendment link to the right of the Progress Reporting link on the Aversive Intervention Plan Summary screen. 2. Clicking the Amendment link will unlock the existing AIP form, allowing the user to make any necessary changes. 3. When the necessary changes are complete, the user has the options to Delete, Lock, or Finalize the AIP form. Functionality is available depending on user security. The label for the Amendment link will reflect the district s screen configuration settings maintained under Maintenance > Manage Screen Configuration > Form Summary > Amendment. The screenshot below illustrates the settings in which the user may change the link s label to Revise SunGard Public Sector Inc. All Rights Reserved. Page 7 of 17

8 REMOVE AMENDMENT This functionality allows the user (based on security permissions) to remove an Amendment/Revision when the form was inadvertently amended/revised. To remove the Amendment/Revision and return the form to its previous state, click on the Remove Amendment link (Screen #1) from the Aversive Intervention Plan Summary page. Upon clicking on the link, a pop-up screen (Screen #2) will display, alerting the user that any modifications they made to the form must be manually changed back prior to the Remove Amendment process. The Remove Amendment process does not remove any changes that were made after the form was revised. Clicking the OK button will perform the amendment removal process, while clicking the Cancel button will return the user back to the Aversive Intervention Plan Summary page and the form will remain in the revised state. The Remove Amendment process will perform the following: Re-finalizes the form. Adds additional information in the Form History area of the form (see Form History section below for more details). Changes the archived form (pdf file). Please refer to "item #5 Archives" under the "Navigation/Tool Bar" section of this document for further screenshot examples. o If the form is the Original Archive and the Remove Amendment link (Screen #1) is chosen, then the O icon on the Archive is removed. o If the form is the Revised Archive and the Remove Amendment link (Screen #1) is chosen, then the R icon on the Archive is removed. Screen # SunGard Public Sector Inc. All Rights Reserved. Page 8 of 17

9 Screen #2 FORM HISTORY Upon removing the revision, two audit records will be inserted into the Maintenance > Form Information > Form History indicating the Remove Amendment process: 1. The first record displays the Amendment Removal process, date, time and user. 2. The second record displays the form returning to the Lock state, date, time and user. SECURITY To grant a group or user permission to the Remove Amendment link, navigate to Security > Manage Groups > Permissions, or Security > Manage Users > Permissions, then check on the Edit checkbox on the Permission > Form > Remove Amendment line item and then click the Save button. The Remove Amendment security option is global to all forms. SCREEN CONFIGURATION The District has the ability to change the Amendment Removal label. Navigate to Maintenance > Manage Screen Configuration > Form Summary and then click on the Edit button on the Item Name called Remove Amendment. In the Display Text column, rename it as desired, and save the changes SunGard Public Sector Inc. All Rights Reserved. Page 9 of 17

10 AIP PROGRESS REPORTING 1. The Add Review Date and Results button is available for newly created, unfinalized AIP forms as well as finalized forms, accessed via the Progress Reporting link on the form summary screen. 2. Any AIP form that is active as of today s date & finalized will have a Progress Reporting link between the Linked Forms link and the Amendment link on the Aversive Intervention Plan Summary screen. 3. Clicking the Progress Reporting link will allow the user to add progress to the form by clicking the Add Review Date and Results button. **Note all other buttons/text boxes will be read-only and cannot be modified. 4. Also, the Progress that was already entered & finalized on the AIP form will have the word Finalized in red font next to each Progress narrative (see image below). These Progress narratives and Review Dates are read only; they cannot be modified nor deleted. 5. When the entry of the progress is complete, click the Save button to save the new information. The label for the Progress Reporting link is maintained in the same manner as the Amendment link mentioned under the section titled Amending the AIP SunGard Public Sector Inc. All Rights Reserved. Page 10 of 17

11 PRINTING AN AIP 1. To print an AIP form, select the WA Aversive Intervention Plan from the Report drop-down toolbar at the top of the screen. 2. Next, click the Print Preview button. This brings up the AIP form in the installed PDF file viewer (such as Adobe Reader). If necessary, mouse over the bottom of the form preview to see the toolbar illustrated below. Select the Print button to print the AIP form. Click the Save button to save a copy of the form to the desktop or another location. The plus (+) icon will enlarge the preview for ease of viewing. SETUP AND CONFIGURATION 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 IEP section. Security > Manage Groups > Group Name > Permissions Clicking the permissions check boxes will control access and functionality as defined in the table below. Aversive Intervention Plan Permission Checked On Not Checked On The user will have the ability to access existing or archived forms, but cannot change any data. View: Aversive Intervention Plan only The user will not have the ability to view existing or archived AIP forms SunGard Public Sector Inc. All Rights Reserved. Page 11 of 17

12 Add: Aversive Intervention Plan only Edit: Aversive Intervention Plan Main Report Progress Delete: Aversive Intervention Plan only Lock: Aversive Intervention Plan only Unlock: Aversive Intervention Plan only Finalize: Aversive Intervention Plan Report Progress Revise: Aversive Intervention Plan only The user will have the ability to create new AIP forms. Add permissions will be set for the entire AIP form. The user will have the ability to change any field in an existing AIP form. Edit permissions will be set for the entire AIP form. If Edit is checked on for the Aversive Intervention Plan or Main, then the user will have the edit capabilities as described above. Progress Reporting If the user checks this on, then they will see the Progress Reporting link active on the Aversive Intervention Plan Summary screen. The user will have an active Delete link in the form tool bar that provides the ability to delete an existing AIP form. The user will have an active Lock link in the form tool bar that provides the ability to lock an AIP form. The user will have an active Unlock link in the form tool bar that provides the ability to lock an AIP form. The user will have an active Finalize link in the form tool bar that provides the ability to finalize and create an archive copy of an AIP form. The user will have an active Revise link on the Aversive Intervention Plan Summary screen that provides the ability to unlock and amend an AIP form. IEPPLUS: WA Aversive Intervention Plan The user will not have the ability to create new AIP forms. The user will not have the ability to change any field in an existing AIP form. All fields will be read only. The Delete link in the form tool bar will be inactive. The user will not have the ability to delete an AIP form. The Lock link in the AIP form tool bar will be inactive. The user will not have the ability to lock an AIP form. The Unlock link in the form tool bar will be inactive. The user will not have the ability to unlock an IEP form. The Finalize link in the form tool bar will be inactive. The user will not have the ability to finalize or create an archive copy of an AIP form. No Revise link will be available on the Aversive Intervention Plan Summary screen. REVISE/AMEND REMOVE AMENDMENT WARNING MESSAGES A new option has been added that allows administrators to enable/disable warning messages for the Revise/Amend & Remove Amendment actions. To do this, the administrator would navigate to Options > Set Systemwide Options > Form and then enable/disable either or both of the options. By default, both warning messages are turned on (both checkboxes are unchecked) SunGard Public Sector Inc. All Rights Reserved. Page 12 of 17

13 To enable the Revise/Amend warning message, the administrator should leave the 1 st checkbox unchecked. When this option is enabled, the user will see the following pop-up message when the Revise/Amend link on the Form Summary page is clicked: To enable the Remove Amendment warning message, the administrator should leave the 2 nd checkbox unchecked. When this option is enabled, the user will see the following pop-up message when the Remove Amendment link on the Form Summary page is clicked: SunGard Public Sector Inc. All Rights Reserved. Page 13 of 17

14 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 (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 any applicable codes. MAIN a 4b SunGard Public Sector Inc. All Rights Reserved. Page 14 of 17

15 6 7 8 Letterhead & Logo (report only) 1 IEP Meeting Date 2 Add Aversive Intervention button WA Aversive Intervention Plan Maintenance > Manage Letterheads The Letterhead & Logo will only appear on the report, not on the form. Maintenance > Form Information Displays the meeting date associated to an IEP if the AIP form is attached to the IEP. If the AIP form is not attached to an IEP, or attached to an IEP form that does not contain a meeting date, then the meeting date text will be suppressed on both the AIP form & report. Form Information section of the form manages the Meeting date that appears. Add Aversive Intervention button The user can click on this button to specify the aversive intervention(s) that may be used. The button will only be active for unlocked Aversive Plans SunGard Public Sector Inc. All Rights Reserved. Page 15 of 17

16 3 Add Reason button 4a Positive Interventions Attempted/Failed text box 4b Circumstance Used text box 5 Add Duration button 6 Add Precaution button 7 Add Personnel button 8 Add Review Date and Results button Add Reason button Upon clicking the button, a new pop-up text box will appear that allows the user to state the reason(s) why the aversive interventions are judged to be appropriate and the behavioral objective sought to be achieved. The button will only be active for unlocked Aversive Plans. Text box This text box allows the user to describe the positive interventions attempted and the reasons they failed, if known. The button will only be active for unlocked Aversive Plans. Text box This text box allows the user to describe the circumstances under which the aversive intervention(s) may be used. The button will only be active for unlocked Aversive Plans. Add Duration button Upon clicking the button, a pop-up text box will appear that allows the user to describe or specify the maximum duration of any isolation or restraint. The button will only be active for unlocked Aversive Plans. Add Precaution button Upon clicking the button, a pop-up text box will appear that allows the user to specify any special precautions that must be taken in connection with the use of aversive intervention techniques. The button will only be active for unlocked Aversive Plans. Add Personnel button Upon clicking the button, a pop-up text box will appear that allows the user to specify the person(s) permitted to use the aversive intervention(s), and the current qualifications and required training of the personnel permitted to use the aversive interventions. The button will only be active for unlocked Aversive Plans. Add Review Date and Results button Upon clicking the button, a pop-up text box will appear that allows the user to list the means of evaluating the effects of the use of the aversive interventions, and a schedule for periodically conducting the evaluation. Notes: o The date entered in the pop-up text box will appear above the narrative text that was entered. o When multiple narratives exist, they will appear in descending date order SunGard Public Sector Inc. All Rights Reserved. Page 16 of 17

17 REVISION HISTORY 2/11/2014: Added new Remove Amendment section under Form Instructions. Added new Revise/Amend Remove Amendment Warning Messages section under Setup and Configuration. Rearranged some sections to align them with our current SunGard documentation formatting. Added the new SunGard Copyright information to the cover page. Updated the Table of Contents, and header & footer record. 1/26/2014: Updated field 8 in the Data Mapping section. The Add Review Date and Results button is now available for unfinalized forms. Updated section AIP Progress Reporting. 10/14/2013: New document creation. The WA Aversive Intervention Plan is now a new stand-alone form and report. It has been removed from the WA IEP form SunGard Public Sector Inc. All Rights Reserved. Page 17 of 17