Ohio 504 Manifestation Determination Review

Transcription

1 Ohio 504 Manifestation Determination Review 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 11

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 STEP 1: SELECT A STUDENT... 3 STEP 2: SELECT A FORM... 4 SELECT OR CREATE A MEETING... 4 CODE TABLE SETUP... 5 FORM NAVIGATION/TOOL BAR... 6 DATA MAPPING... 8 MAIN... 8 FORM VALIDATION RULES SECURITY REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 11

3 OVERVIEW Students who are eligible under Section 504 have certain additional protections when charged with a violation of the Code of Student Conduct which may result in a suspension or expulsion. Similar to suspension or expulsion of a student with a disability under the IDEA, it is necessary to conduct a manifestation determination review for a Section 504 disabled student when: The suspension or expulsion will be for more than ten (10) consecutive school days. As is true under IDEA, a suspension/expulsion of more than ten (10) consecutive days constitutes a significant change in placement and requires the School District to determine if the cause of the behavior is the disability identified in the student s Section 504 plan. A series of suspensions that total more than ten (10) school days in a school year may create a pattern of exclusion. If cumulative suspensions/expulsions for a student on a Section 504 Plan total more than ten (10) schools days in a school year, it must be determined if a significant placement change has occurred. This decision is made on a case-by-case basis. If a group of short suspensions creates a pattern of exclusion, then this constitutes a change in placement and the School District must conduct a manifestation determination meeting before further suspensions or expulsions occur. The Office for Civil Rights has identified some of the key factors in determining the existence of a pattern of exclusion; these include the length of each suspension, the proximity of one suspension to another, the similar or dissimilar nature of the behavior, and the total amount of time the student is excluded from school. Section 504 allows a student to be disciplined, without going through the manifestation determination review process, where the student is charged with and found to be currently engaging in the illegal use of drugs or alcohol, in violation of the School Code. The manifestation determination process will determine if the violation was due to the student s disability. The review must also consider the appropriateness of the student s plan of supports and services under Section 504. FORM INSTRUCTIONS FORM CREATION The form creation process includes 5 steps: 1. Select a Student 2. Create or select an existing Meeting 3. Select a Letterhead 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 SunGard Public Sector Inc. All Rights Reserved. Page 3 of 11

4 STEP 2: SELECT A FORM The available Section 504 forms that can be created for a student will be listed in the student tool bar located on the left side of the screen. Click on the 504 Manifestation Determination. The 504 Manifestation Determination 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. SELECT OR CREATE A MEETING 1. If a Meeting record has already been created, then choose it from the drop-down. 2. If one does not exist, then click the radio button to the left of this option and enter a Meeting Date, and select a Meeting Type from the drop-down. The form will create the Meeting record and the Manifestation Determination Form at the same time. Note: The Meeting type must have an Alternate Code Type = OH 504 Code to display in the drop down. 3. Select a Letterhead (optional) 4. When done, click the Create Form link. The user also has the option to click Cancel as well to clear the form. If this is chosen, then the form wizard will return the user back to the 504 Manifestation Determination Summary screen SunGard Public Sector Inc. All Rights Reserved. Page 4 of 11

5 CODE TABLE SETUP 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (ex: Meeting Type ): 3. To add a code: choose New from the top menu. 4. Enter the Code in the yellow box, and then click on Update. Remember to Save the record when finished: 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. An example is shown below: 6. 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 5 of 11

6 FORM NAVIGATION/TOOL BAR Once the 504 Manifestation has been created, it will display the Main section. A toolbar will display on the left side of the screen, divided into the following 5 areas: 1. Sections There is a separate link for both sections of the form. Click on either link to move to that section. 2. Maintenance These options will maintain Form Information, such as Form Name, Letterhead, Meeting date etc. Form Information also provides the ability to change the meeting date and to reset the current date which is used to indicate the student s grade. The Delete functionality is available depending on user security to remove the form completely. 3. Validation These option are here to help the user validate/verify that the information on the form is accurate, and also to see if there is any mandatory items missing from it. The options are Ready for Review (means that the form is ready for a user to review the form for validity, or to lock, or to finalize), Lock (lock the form so that only those with proper permissions can unlock & edit it), and Finalize (allows the user to Finalize the form in its current state of completion). 4. File Attachments Click the plus icon (+) to add an attachment to the existing form. Conversely, click the minus icon to delete an attachment from the existing form. 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 parent(s)/guardian(s). The following options will display at the top and bottom of the form (see screenshot below) SunGard Public Sector Inc. All Rights Reserved. Page 6 of 11

7 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 Reader (or whichever PDF viewer is installed on the system). 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 7 of 11

8 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 any 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. 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). MAIN A SunGard Public Sector Inc. All Rights Reserved. Page 8 of 11

9 IEPPLUS Data Mapping OH: 504 Manifestation Determination Field IEPPLUS Data Fields Description Header Record Student s Name & Meeting Date (mm/dd/yyyy) will display as the header of every page except the 1 st page. A Logo If your district has a logo it will display on the top left corner of the form and report. B Letterhead IEPPLUS will use the system or user default letterhead found in Options, Set Systemwide Options or Set My Options. - Maintenance, Manage Letterhead stores actual letterhead information such as name, address, signature names etc. 1 Student Name Student, Demographics Name: (First, Middle, Last, Qualifier) 2 ID Student, Demographics, Student ID 3 Grade Student, Enrollment, Grade as of the Form Creation Date - TIP: Form Information can be modified if necessary (For example Form created in August when the student does not have an active enrollment record. The Form Start Date can be changed to the start of school. 4 DOB Student, Demographics, Date of Birth 5 Principal, 504 Coordinator Staff Lookup. Save to form only. 6 Date of Manifestation Determination Review Displays the Meeting date linked to the form. - A meeting date can be created via the form wizard and will automatically display on the form OR - A drop down will appear displaying available meeting dates for selection OR - A blue link Date of Plan with no date to the right will appear. In this scenario selecting the link will create a new meeting record. - Once a meeting is linked to the plan you will see a blue link and meeting date. Selecting the blue link will open that meeting record if you need to make any changes. REMEMBER, changing the date this way will replace the original date. 7 Nature of behavior Text box saved to the form Questions Yes / No check boxes saved to the form - Question 1 has an additional text box. 13 Was/Was Not Check boxes saved to the form 14 Meeting Participants Displays meeting attendees linked to the meeting date selected. User can add/modify data as needed on this screen. - Print 4 blank lines with position and signature area for those that attend the meeting after the form is printed. Footer Record Print page x of x (eg. 1 of 8) on all pages as needed SunGard Public Sector Inc. All Rights Reserved. Page 9 of 11

10 FORM VALIDATION RULES Section Description Error Message (48) Main Current Grade is Current Grade is (46009) required. missing. Error Description (1024) A current grade must be valid on the form start date. Warning Mapping Failure Exception / Error ID(s) Condition(s) Case(s) Error 3 Grade is blank N/A Main. (10051) Principal/504 Coordinator is missing. Principal/504 Coordinator is missing. Principal/Designee is missing must be filled in. Warning 5 Staff name is not selected. N/A Main (10006) Date of Evaluation is Missing Date of Evaluation is Missing Date of Evaluation is Required Error 6 Date is not selected N/A Main (10051) Nature of Behavior is required Nature of Behavior is required The text box for the Nature of Behavior is required but it is empty. Error 7 Text not Entered N/A Main (46016) Question 1-5 must be answered Question 1-5 must be answered Question 1-5 must be answered Error 8-12 Y/N, Text box not entered N/A Main (10051) Question 1 text box must be completed. Question 1 textbox must be completed. Question 1 textbox must be completed Warning 8 Text box is empty N/A Main (46015) Was or Was Not question must be answered Was or Was Not question must be answered Was or Was Not question must be answered Error 13 Check Box not selected N/A SunGard Public Sector Inc. All Rights Reserved. Page 10 of 11

11 SECURITY To view or maintain security permissions for an existing user or group, navigate as follows: Security > Manage User (or Manage Groups). Select the user or group and click on the Permissions tab. Scroll down to the Evaluation Report section. Permissions for this form are defined in the table below. Permission Checked On Not Checked On View Links providing access to existing forms (or archives) active. User will have the ability to access existing forms (or archives) but cannot change any data. Add Edit Delete Lock Unlock Finalize Refresh User will have the ability to create new forms. Add permissions can be set for the entire IEP or just LRE section (Add placement function). User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire IEP. 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 Refresh link in the form tool bar providing the ability to refresh/update a form with all the latest information. Links providing access to the form inactive. User will not have the ability to view the form. Entire IEP - User will not have the ability to create new forms. LRE Section User will not have the ability to Add Placement. Entire IEP - 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. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. REVISION HISTORY 8/19/2016: Initial document creation SunGard Public Sector Inc. All Rights Reserved. Page 11 of 11