Illinois Section 504 Evaluation Consent. User Guide
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1 Illinois Section 504 Evaluation Consent 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. AssessmentBUILDER, BusinessPLUS, CurriculumCONNECTOR, efinanceplus, eschoolplus, IEPPLUS, OLA, PerformancePLUS, PerformanceTRACKER, PLUS 360, PLUS SERIES, SunGard, and the SunGard logo 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 FORM NAVIGATION/TOOL BAR... 4 FIELD MAPPING...6 SETUP AND CONFIGURATION...8 CODE TABLE SETUP... 8 SECURITY... 9 REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 11
3 OVERVIEW This form is used to obtain written consent from a student s parent or guardian prior to conducting an evaluation to determine if the student needs a Section 504 Plan. The form identifies the various areas of testing needed and requests consent to perform these evaluations/tests. The form is required for an initial referral or reevaluation of an existing 504 plan conducted every three years. If consent is not received, the process stops unless the district pursues legal channels and receives permission to continue. 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. STEP 2 CREATE FORM Available forms are listed on the student tool bar on the left side of the screen. The 504 forms are grouped together. 1. Click the 504 Consent for Evaluation link. The form summary screen will display, listing any prior forms for the student with the most recent form at the top of the list. To review an existing form, click the appropriate link. 2. To create a new Form, click the New icon SunGard Public Sector Inc. All Rights Reserved. Page 3 of 11
4 3. If a referral has been created previously, select it from the drop down list. If a referral is not available to select, choose the Create a Referral button, and then select a referral date and referral type. 4. Click the Create Form button. FORM NAVIGATION/TOOL BAR Once created, the form will display and the user may begin completing the first section. A tool bar will display on the left side, 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 include Form Information, Refresh and Delete. Form Information provides the ability to maintain the form Date Range, Letterhead, Referral and Placement date field. The Placement/Date field will populate with the referral date and is used to select current information, such as School and Grade pulled into the form. The availability of the Refresh and Delete options will depend on the user s security permissions. 3. Validation Options in this section are used to change the form status to Locked, Ready for Review, or Finalized. The available options will depend on the user s security permissions. 4. File Attachments Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment SunGard Public Sector Inc. All Rights Reserved. Page 4 of 11
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 parent or guardian. 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. *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: 6. Other Options The following options will display at the top and bottom of the form. 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 tool bar 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 5 of 11
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 are the details of any prior setup needed, such as the Alternate Codes used for state reporting purposes. 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) SunGard Public Sector Inc. All Rights Reserved. Page 6 of 11
7 IEPPLUS Illinois 504 Consent for Evaluation 1 Letterhead Letterhead selected when creating the form or maintained in Form Information. Letterhead will default based on settings maintained under Options > Set System Wide Options or Set My Options > Main. Letterhead requires prior setup under Maintenance > Manage Letterhead. The district Logo will print on the form, if an image file is added to the client images folder in the IEPPLUS directory (see Help > Administration > District Log for more information). The Logo will not display on the web form. 2 Student Name Student > Demographics > Name: First, Middle, Last and Qualifier. 3 Date of Birth Student > Demographics > Birth Date. 4 Date This field will reflect the date the form was created. Changes to the date field will update the from start date. 5 School Student > Placement > Location as of the Placement/current date field specified in Form Information. 6 Grade Student > Placement > Grade as of the Placement/current date field specified in Form Information. 7 Referral Date Student > Educational Information > Referrals. This field will reflect the referral date selected when creating the form. Click the Referral Date/link to update the student s Referral record. This record includes the Referral Type, Reasons for the Referral, Consent Date, Outcome and other important information. This functionality requires prior setup of the following Alternate Codes (must be exact codes) under Maintenance > Manage Code Tables > Referral. Referral Description Alternate Code Type Alternate Code 504 Initial Evaluation or IL IEP Code 504IR similar text 504 Reevaluation or IL IEP Code 504RE similar text 504 Reevaluation Waived or similar text IL IEP Code 504RN 8 Parent/Guardian Student > Basic Information > Contacts > Name, Address and Communication information for each contact with Type = Parent/Guardian and/or Surrogate Parent. 9 Evaluation Components Check Boxes and corresponding text boxes (15) used to identify the areas that need further evaluation or testing and the staff responsible for each area. 10 Section 504 Contact Name Maintenance > Manage Letterhead > Staff Type/Enclosure > Section 504 Contact Name. User may enter or change the data in this field. 11 Section 504 Contact Phone Maintenance > Manage Letterhead > Staff Type/Enclosure > Section 504 Contact Phone. User may enter or change the data in this field. 12 Signature and Date Blank lines for the student s parent or guardian to sign and date the form. 13 Enclosure Text Maintenance > Manage Letterhead > Staff Type/Enclosure > Section 504 Evaluation Consent Enclosure. Read only text: Enclosure: Notice of Section 504 Rights. 14 Official Use Checklist Check boxes (3) for district to record the following: SunGard Public Sector Inc. All Rights Reserved. Page 7 of 11
8 2 copies given/sent to parent 1 copy signed and returned Notice of Section 504 Rights Included IEPPLUS: IL Section 504 Evaluation Consent SETUP AND CONFIGURATION CODE TABLE SETUP 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (e.g., Referrals ). 3. To add a code, choose New from the top menu. 4. Enter the Code Description, then Update and Save the record. 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. 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 Update, and then click the Save icon SunGard Public Sector Inc. All Rights Reserved. Page 8 of 11
9 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 section illustrated below and select the applicable check boxes. The permissions check boxes will control access and functionality as follows. Permission Checked On Not Checked On Links providing access to existing forms (or View archives) active. User will have the ability to Links providing access to the form inactive. access existing forms (or archives) but cannot User will not have the ability to view the form. change any data. Add User will have the ability to create new forms. User will not have the icon to create a new form. Entire form User will have the ability to edit any field in the entire form. Edit Section User can only edit fields in the Entire form All fields read only. specified sections. Section Fields within section read only. If granting the ability to edit the entire form, ALL the section permissions must be checked on. Delete User will have active Delete link in the form Delete link in form tool bar inactive. User will not tool bar providing the ability to delete a form. have the ability to delete a form. Lock User will have active Lock link in the form tool Lock link in the form tool bar inactive. User will bar providing the ability to lock a form. not have the ability to lock a form. Unlock User will have active Unlock link in the form tool bar providing the ability to lock a form. Unlock link in the form tool bar inactive. User will not have the ability to unlock a form SunGard Public Sector Inc. All Rights Reserved. Page 9 of 11
10 Permission Checked On Not Checked On Finalize User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of 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. Revise Not applicable for this form. Not applicable for this form. Refresh User will have active Refresh link in the form tool bar providing the ability to update a form with all the latest information. Reset Dates Not applicable for this form. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. Not applicable for this form SunGard Public Sector Inc. All Rights Reserved. Page 10 of 11
11 REVISION HISTORY 1/15/2015: Updated the screenshot under the Field Mapping section to illustrate the change of wording from Transcription and Grades to Transcripts and Grades. 7/25/2014 Initial document created SunGard Public Sector Inc. All Rights Reserved. Page 11 of 11
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