Pennsylvania Permission for Reevaluation and Consent, Agreement to Waive Reevaluation Instructions and User Guide. PowerSchool IEPPLUS

Transcription

1 Pennsylvania Permission for Reevaluation and Consent, Agreement to Waive Reevaluation Instructions and User Guide PowerSchool IEPPLUS

2 Released Month April 24, 2017 Document Owner: IEPPLUS This edition applies to Release 4.3 of the IEPPLUS software and to all subsequent releases and modifications until otherwise indicated in new editions or updates. The data and names used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All of the data and names are fictitious; any similarities to actual names are entirely coincidental. PowerSchool is a trademark, in the U.S. and/or other countries, of PowerSchool Group, LLC or its affiliate(s). Copyright PowerSchool Group LLC and/or its affiliate(s). All rights reserved. All trademarks are either owned or licensed by PowerSchool Group LLC and/or its affiliates.

3 CONTENTS OVERVIEW... 4 FORM INSTRUCTIONS... 4 FORM CREATION... 4 Step 1 Select a Student... 4 Step 2 Specify the Date of the Letter and Letterhead... 5 Step 3 Create a new Referral Record or Select an Existing... 5 NAVIGATION/TOOL BAR... 6 FIELD MAPPING... 8 PERMISSION TO RE-EVALUATE... 8 Main... 8 Parental Consent WAIVE RE-EVALUATE Main Parental Consent REVISION HISTORY Contents 3

4 OVERVIEW The LEA must provide written notice to the parents of a disabled child describing any reevaluation procedures the agency proposes to conduct. FORM INSTRUCTIONS FORM CREATION The form creation process includes 5 steps: Step 1: Select a Student Step 2: Specify the date of the letter and letterhead Step 3: Select a new referral record (or select an existing one) 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 PWN Reevaluation link. The PWN Reevaluation 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. Overview 4

5 STEP 2 SPECIFY THE DATE OF THE LETTER AND LETTERHEAD 1. Enter a date into the field to specify the date of the letter. This is a mandatory field. Note the date will auto-fill with the current date by default. 2. Select a letterhead for the letter. This field is optional and can be changed in the Form Information screen later. 3. If the user selects the Waive Re-Evaluate radio button, then an Agreement to Waive Reevaluation letter will be created. 4. When done, click the Next Step link. STEP 3 CREATE A NEW REFERRAL RECORD OR SELECT AN EXISTING 1. If an existing referral record exists, then select the appropriate radio button and select the record from the drop-down list. The drop down list will filter out and display only those Referral records where Referral Type = Reevaluation Referral, and Alternate Code = ER. If no referral record exists, then create a new one with the Referral Type = Reevaluation Referral. 2. When done, click the Create Letter link. If corrections are needed to the previous screen, then click the Previous Step link. If the user wants to stop the creation of the letter, click the Cancel link this will bring the user back to the PWN Reevaluation Summary screen. Form Instructions 5

6 NAVIGATION/TOOL BAR After the PWN Initial Evaluation 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: Main, and Parental Consent. Click on any link to move to that section. 2. Maintenance These options will maintain Form Information, such as Form Type, Form Date Range, Letterhead, and attached Referral record. Form Information also provides the ability to change the form Start/End dates, the Letterhead, and the attached Referral record. Delete functionality is available depending on user security. 3. Validation These options will change the form status (ex: Ready for Review, Locked/Unlocked, and Finalized). 4. File Attachments Click the Attach Files link 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. Archives will display the form Meeting Date or Form Start Date (if no meeting exists) and the actual date and time the record was created when hovering over the PDF icon. Archives will display in descending order by date created. Form Instructions 6

7 *Note: Archives may only display the date created and not the meeting/form date, depending on district settings maintained under Options > Set System Options > Form: The following options will also 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 Instructions 7

8 FIELD MAPPING PERMISSION TO RE-EVALUATE MAIN Field Mapping 8

9 a 12b PA Permission to Reevaluate Consent Form Field Mapping 9

10 1 Student Name Student > Demographic > First, Middle, Last name, Qualifier 2 Letterhead Maintenance > Manage Letterhead > Report Header 3 Date Sent Defaults to today s date. The user may change this date. 4 Name & Address of Parent Parent/Guardian Salutation, Address information /Guardian or Surrogate Basic Information > Contact > Type = Parent/Guardian and/or Surrogate Parent Addresses Tab = Mail Mail Attention Line, if blank use Contact Name fields 5 Dear (Parent/Guardian, or Surrogate) Student, Contacts = Parent/Guardian or Surrogate List both parent names (ex: John & Sue Parent) These fields print separately on the report: all Parent/Guardians = Mail > Attention Line 6 LEA Contact Info Maintenance > Manage Letterheads > Staff Type/Enclosure = School District Contact Line 1: School (LEA) Contact Line 2: Position Line 3: Phone Line 4: 7 Checkboxes 2 checkboxes to indicate 1) that the school (LEA) proposes to conduct a reevaluation, or 2) that the parent/guardian requested a reevaluation. 8 Reevaluation Reasons This field is a single textbox where the user can enter reevaluation reasons. All text entered here saves to the Referral > Notes. 9 Basis for Proposed Textbox Reevaluation 10 Other Relevant Factors Textbox 11 Why Other Options Were Textbox Rejected 12a Tests & Assessments Textbox -Ability to Add from Template also exists. Selections are added to Maintenance, Manage Goal books, SPS Default Goal book, Statement type = Statement, Category = Permission to Re-evaluate, Subcategory = Types of Assessments for data to display in this section. 12b Attach/Manage Images The user can attach an image(s) to the web form. To do this, click on the Attach Image link. The new popup window allows the user to select and add a short caption to the image. When done, click the Attach Image(s) button. A smaller icon of that image will appear on the web form with the caption that it was given. If no caption is entered, then it displays the file name. *Note Image Functionality must be turned on for the district in order to use this feature. If the feature is turned off, then log a support case or contact the Help Desk in order for support to activate it. To check if Image Functionality is turned on, move the cursor over the IEPPLUS logo in the upper-left corner of the screen Field Mapping 10

11 PARENTAL CONSENT Field Mapping 11

12 Parent Signature Date This is a date control field for when the parent signs their consent to the form. This date field sets the Consent Received Date in the Referral Overview under Referrals. 14 Return Form To: Name Manage Letterheads > Staff type/enclosure > Return Address > Line 1 The user can also type into the textbox to change the name. 15 Return Form To: Address Manage Letterheads > Staff type/enclosure > Return Address > Lines 2 & 3 The user can also type into the textbox to change the address. WAIVE RE-EVALUATE MAIN Field Mapping 12

13 PA Agreement to Waive Reevaluation and Consent Form 1 Student Name Student > Demographic > First, Middle, Last name, Qualifier 2 Letterhead Maintenance > Manage Letterhead > Report Header 3 Date Sent Defaults to today s date. The user may change this date. 4 Name & Address of Parent Parent/Guardian Salutation, Address information /Guardian or Surrogate Basic Information > Contact > Type = Parent/Guardian and/or Surrogate Parent Addresses Tab = Mail Mail Attention Line, if blank use Contact Name fields 5 Dear (Parent/Guardian, or Student, Contacts = Parent/Guardian or Surrogate Surrogate) List both parent names (ex: John & Sue Parent) These fields print separately on the report: all Parent/Guardians = Mail > Attention Line 6 Reasons Not To Reevaluate This field is a single textbox where the user can enter the reason(s) not to reevaluate. All text entered here saves to the Referral > Notes. Form Finalization Upon finalizing the PWN Reevaluation form, Type = Waive Re-Evaluate, two Important date records will be created. - Maintenance, Manage Code Tables, Important Dates, Show Alternate Codes must have the appropriate Alternate Code Type = Alternate Code: o Alternate Code = WAIVE will create an Important Date record with the Waiver Form Date. o Alternate Code = PROJRR will create an Important Date record projecting 3 years less one day from the Waiver form. NOTE: The important date records are only created for the Waiver form not the Reevaluation form. Field Mapping 13

14 Field Mapping 14

15 PARENTAL CONSENT Student Name (same as field #1) Student > Demographic > First Name, Middle Name, Last Name, and Qualifier (ex: Johnny James Jones, Jr.) 8 LEA Contact Info Maintenance > Manage Letterheads > Staff Type/Enclosure = School District Contact Line 1: School (LEA) Contact Line 2: Position Line 3: Phone Line 4: 9 Return Form To: Name Manage Letterheads > Staff type/enclosure > Return Address > Line 1 The user can also type into the textbox to change the name. 10 Return Form To: Address Manage Letterheads > Staff type/enclosure > Return Address > Lines 2 & 3 The user can also type into the textbox to change the address. Field Mapping 15

16 REVISION HISTORY 4/21/2017: Added Parent Signature Date field 6/1/15: Added ability to create two Important Date record for a Waiver Reevaluation only. 5/6/15: Adding ability to Add from Template for Tests and Assessments Section. 4/17/2015: Initial document created. Revision History 16