Section 504 Coordinators TIENET. Reference Guide

Transcription

1 Section 504 Coordinators TIENET Reference Guide 1

2 Table of Contents I. Getting Started in TIENET...p. 3 A. Login B. My Home Page C. Navigation D. Need more help? II. TIENET Functionality Basic Navigation on Home Page, Reports and Documents...p. 4 A. Your Home Page B. Communication C. Reports...p. 5 D. Document Functionality 1. Edit Mode 2. Insert Statements...p Required Content 4. Additional information may appear 5. Other Options...p. 6 i. Set Documents ii. Print iii. Navigate to iv. More III. Accessing Students and Creating a Caseload A. Importing students into TIENET B. Creating your caseload...p To Customize the View of your Caseload...p. 9 C. Accessing a Student s Record...p Student Profile...p Documents 3. Events IV. TIENET Section 504 Documents...p. 11 A. Referral for Evaluation B. Parent Consent...p. 12 C. Section 504 Plan...p. 14 D. Manifestation Determination Review...p. 17 V. Appendices A. Attaching a Scanned Document to a Record...p. 20 B. Changing the Status of a Document...p. 21 C. Printing a Blank Document...p. 22 D. Section 504 Reports...p. 23 2

3 Section 504 Coordinators TIENET Reference Guide I. Getting Started in TIENET A. Login 1. Go to: 2. Fill out required fields School/District ID: mitienet User ID: u + first initial + last name (example: ujsmith) Password: At least 6 letters + a digit Tip: An all lower case password works best. Always check to make sure your CAP LOCK is OFF. You get 4 tries. Then you will receive an reminder. B. My Home Page Once you are logged in you will see your Home Page. You can always return to this page by clicking on the My Home Page Icon or the TIENET logo at the top of the page. C. Navigation Top row of your home page: Calendar For your meetings/etc. Help This link takes you to a library of resources Support Allows you to someone for support Log out Very important. If you only log out in your browser you may not be logged out from TIENET make sure you click the LOG OUT button at the top right of the screen. D. Need more help? Log in help Password reset Where do I find? How do I do? Contact your Special Education Department 3

4 II. TIENET Functionality- Basic Navigation on Home Page, Reports, and Documents Once you have completed the sign-in process you will have access to your homepage that will contain visual access to: Caseload Student Search Communication with other staff Reporting A. Your Home Page B. Communication Messages from other staff, announcements from system administrators or fields to create messages are found under this link 1. Scroll across the Communication link at the top of your Home Page. 2. Access messages or announcements by clicking on the link. 3. If you want to have a notice of any message appear in your , click on Messages and then Settings. Complete the screen by adding your address (must be a school ) for message forwarding. 4

5 C. Reports Reports may be accessed from the main screen of the Home Page or by clicking the Reporting link on the Home page. See also Appendix D. 1. Click on Reporting link at the top of your Home Page. 2. Select Standard Reports. 3. Click on the Section 504 link. 4. Select a report. 5. To exit a report and return to the Report screen, click on Section 504 at the top left. 6. While in a report, you may see many options for interacting with the report depending on security level. a. Subscribe report will appear on your Home Page under the reports header b. Publish allows individual with correct permissions to publish a report to other people s Home Page c. Refresh d. Edit Report e. Download Report multiple formats available f. Download PDF g. Print h. More Actions i. Copy Report ii. Bulk-Print All Documents iii. Bulk-Print Selected Documents D. Document Functionality 1. Edit Mode Documents can be changed and content added as long as the user is in edit mode. Documents can be saved at any time: Save, Done Editing- takes the user out of edit mode Save, Continue Editing- allows continued editing Cancel- takes the user out of edit mode without saving changes 2. Insert Statements- allow you to store and reuse common sentences or paragraph structures. 5

6 3. Required content indicated by red shading in boxes. When saved, pages will not finalize if there is required information that has not been completed. The following message will appear at the top of the document: 4. Additional information may appear a. When check boxes are completed, additional fields open. b. When you select Save, Done Editing or Save, Continue Editing, additional rows will appear for completion. 5. Other Options - When not in edit mode, the user has access to more actions related to the document: 6

7 a. Set Document: i. Sections - add or remove pages from the document ii. Status from Draft to Review allows you to set the document from Draft to Review; see also Appendix B. iii. Status from Review to Final allows you to set the document from Review to Final; see also Appendix B. iv. Label/Comment allows you to add text that appears on the documents screen for this document. b. Print documents can be printed by page or the entire content of the document. For guidance on printing blank documents, see Appendix C. c. Navigate to: i. Events for this document add notes on contacts or other information ii. File Attachments see Appendix A d. More Actions: i. Send Message With Document allows you to send a message to other Tienet users regarding this document ii. Refresh This Section iii. Update Document from Student Profile iv. Modify Document Year v. Delete This document III. Accessing Students and Creating a Caseload A. Importing students into TIENET 1. From your Home Page, click on the Search link. 2. Select General Ed Students. 3. In the General Education Students Quick Search Form, enter the first three letters of the student s last name and the first initial. 7

8 4. When the results appear, click on Import General Ed Students next to the list of Actions at the top Check the box next to the student you want to pull over to the TIENET student list. 6. Click the green Import the Students Checked Below bar. 7. Check the box next to Add imported students to your caseload if you want the student to appear on your home page Once the student has been imported, you can return to your Home Page. B. Creating your caseload 1. Go to My Students and click on Edit (located on home screen at bottom). 2. Select Add Students to.. and then Standard Caseload. If at any point you want to remove students from your caseload, select Remove Students from In the Students Quick Search Form, enter the last name or first three 3 letters of last name and first name initial. (Less is more in the search fields in case the spelling is off) 4. Click on the green Search button. 5. When the list of student(s) appears, check the box to the left of the name of the student you want to add (or remove). 8

9 6. Click on the green bar Add Students Marked Below to Standard Caseload Click on My Students Caseload to return to your list of students. To Customize the View of your Caseload: The caseload in TIENET defaults to show special education fields because it was originally designed for IEPs. You can customize your caseload view to show Section 504 information by doing the following: 1. Click on Search and select Students 2. Once the Students Quick Search Form appears, click on Customize Columns at the top of the screen. 3. When the three column alphabetical list appears, scroll down and check the box next to each of the following and click on Accept when done: Start Date504 Referral Date504 Referral Receipt504 Review Meeting Date504 C. Accessing a Student s Record 1. Click on Search and select Students. You may also find recently found students in the Quick Access Bar of your Home Page. 2. In the Students Quick Search Form enter: Last name (you only need to spell out the first few letters of the student s name) Add a first initial or part of the first name if needed OR School (May not see depending on security level) Lookups are used often in TIENET documents for school locations. Use link and spell the beginning of the school name to find the location. Then, select the location from the list and it will insert in the field. 3. Click on the Search button. 4. From the list of students, select the appropriate icon folder or document icon. a. Profile Icon (folder) provides access to the student s profile containing basic demographic information and summary of dates and eligibility. 9

10 b. Document Icon provides access to all basic 504 documents available in TIENET and the documents that have been generated for the student. 5. Each TIENET student record contains profile information, student documents, and events related to the 504 process. The Student Profile contains demographic information and a listing of dates of events, meetings, parent consent and due dates for future planning. Scroll across the bottom of the Profile tab and a window will appear and you can select which screen to view. Documents are created by finding the document type in the drop down under the Section 504 documents category: Referral for Evaluation- Completed to document a referral request. Parent Consent- Parent permission for a 504 evaluation. 504 Plan- Documents supports and accommodations provided to address student needs related to a disability Manifestation Determination Review- documents the team decision regarding the relationship between the student s disability and the disciplinary infraction. 10

11 Events should be recorded in the student record to document parent contacts, attempts to arrange meetings or any other information that should be recorded as part of the student s record, in addition to the 504 plan. IV. TIENET Section 504 Documents A. Referral for Evaluation This form documents receipt of a referral for consideration of Section 504 eligibility. This referral may be made by the parent or a school staff member. Remember to change the status of the document to final when complete (See Appendix B). Reminders: The referral may be supported with documentation from a physician or other community resource, but the determination of eligibility for 504 supports is completed following an evaluation of student needs and 504 team meeting conducted by the district. Mitigating factors such as the use of and response to medication must not be considered when determining eligibility. 11

12 Data regarding interventions provided by the district is important in determining the impact of the disability on student learning or participation in the school program. However, grades alone cannot used to determine that a student is not eligible for Section 504 services. B. Parent Consent This form documents the parent s consent for an evaluation. Procedural safeguards* must be provided at the time of the request for consent. *A copy of procedural safeguards is available for all 504 documents by scrolling across the document name and then selecting the section Notice of Section 504 Procedural Safeguards. 12

13 Reminder: All documents in TIENET need to be saved prior to finalizing, including the Procedural Safeguards. When saved, there will be an icon after the page to indicate that the section is complete and ready to finalize. The last step is always to change the status of the document to final when complete (See Appendix B). Section complete icon 13

14 C. Section 504 Plan This form documents the district s offer of FAPE and provision of Section 504 services. 1. Demographics and Attendance Note: The first three sections with a lookup link to the right can be used for staff who typically use TIENET, such as Principals, Counselors, SE Staff, etc. Other participants who would not be in the TIENET database are entered in this section. 2. Summary of evaluation information, with two critical questions: Does the student have a physical or mental impairment? Does the impairment substantially limit one or more major life activities? 14

15 3. A Yes answer to either or both of the questions opens an additional text box to document the team conclusions and rational. * Macros in insert statements allow for automatic import of the student s name upon saving the section. 4. Team decision is documented. 5. If the decision is that the student is eligible, fields open to allow for documentation of needed supports and accommodations. Click Save, Continue Editing to create additional rows for entering multiple Areas of Need and accommodations. 15

16 6. Notice of the 504 Team decisions and a copy of the procedural safeguards* are provided to the parent. Signatures are obtained from the Building 504 Coordinator and the parent (if present) and the signed document is scanned and uploaded to TIENET as an attachment to the document prior to finalizing. See Appendix A for guidance on Attaching a Scanned Document to a Record. *A copy of procedural safeguards is available for all 504 documents by scrolling across the document name and then selecting the section Notice of Section 504 Procedural Safeguards. 7. Remember to change the status of the document to final when complete. 8. Copies of the Section 504 Plan may be distributed to appropriate building personnel by completing the following steps: a. Choose Print and either This Section, Selected Sections, or All Sections. b. When the print screen appears, choose to print to Adobe PDF and save. c. In the Adobe PDF file, select File, Attach to , and send as you would any other . 16

17 D. Manifestation Determination Review 1. Demographics and Attendance 2. Review of illegal use of drugs or alcohol and relationship to the disciplinary event: 17

18 3. Complete the required Considerations For Review. All required areas need thorough team review and documentation. Consider all parent input, including any additional reports/evaluations provided to the team by the parent. Involve all members of the student s instructional team, particularly the general education teacher. Many due process procedures and OCR investigation findings hinge on the presence of a full team which carefully considers the information available for decision-making. 4. Consider as a team the two critical questions: i. Was the conduct in question caused by or did it have a direct and substantial relationship to the student s disability? ii. Was the conduct a direct result of the School District s failure to implement the Section 504 plan? 18

19 5. If both questions are answered No, the conclusion of the team may be that the behavior subject to discipline is not a manifestation of the student s disability. A Yes answer to either question indicates that the behavior subject to discipline is a manifestation of the student s disability. 6. Notice of the 504 Team decisions and a copy of the procedural safeguards* are provided to the parent. Signatures are obtained from the Building 504 Coordinator and the parent (if present) and the signed document is scanned and uploaded to TIENET as an attachment to the document prior to finalizing. (See Appendix A for Attaching a Scanned Document to a Record.) *A copy of procedural safeguards is available for all 504 documents by scrolling across the document name and then selecting the section Notice of Section 504 Procedural Safeguards. 7. Remember to change the status of the document to final when complete (See Appendix B). 19

20 Appendix A Attaching a Scanned Document to a Record Any form that requires an actual signature needs to be scanned, uploaded into TIENET, and attached to the student s document or record prior to finalizing the document. First you must scan the document and save it to your computer. It is recommended that you name it what the document is as this name will appear in your list of documents, and you want to make sure it is easily identifiable. Once the document is saved to your computer, complete the following steps. 1. Open the document to which you want to attach your file. a. Make sure you are not in Edit Mode. If you can see the bright green Save, Done Editing, Save, Continue Editing or Cancel Editing options you are in edit mode. 2. Click on Save, Done Editing or Cancel Editing if you have already saved. 3. Select Navigate To then File Attachments. 4. A box entitled File Attachments will appear. Click on the Attach File(s) link. 5. Go to Select, find the file you need to attach from your computer, then click on Upload File(s). 6. Click back on the student s name and the file you attached should now appear under the document you attached it to within TIENET. Documents that need to be scanned and uploaded to TIENET as part of the student s record: Parent Consent Section 504 Plan Manifestation Determination Review All supporting evaluation reports or data that was not recorded within TIENET documents. Any document with original signatures by staff or parent needs to be uploaded to become part of the student s record. Note: You have to print the scanned documents separately. They do not print as part of the TIENET document. 20

21 Appendix B Changing the Status of a Document 1. Make sure you are in the document you want to change the status of and that you are not in edit mode. (Note: if you see the green Save, Done Editing, or Save, Continue Editing, or Cancel Editing buttons you are still in edit mode hit Cancel Editing) 2. Click on Set Document near the top of the screen. 3. Click on Status from Draft to Final. 4. A box titled Set Document Status: will appear. Final will automatically appear in the Change status from Draft to. You have the option at this point to select Review or Final. You will have the option to send a comment to other Tienet users regarding this document or to select the green Accept box to change the status of the document. If you want to send a comment to other Tienet users you select Look up: Staff User ID, type in the users last name and select Search, select the green Select box next to the staff person s name. If you want to add other staff members select New Search or close the window. Now select the green Accept box. 21

22 Appendix C Printing a Blank Document 1. Search for and select the student. 2. Click on the Documents icon next to the student s name. 3. In the navigation area at the top of the screen, click on More and then Print a Blank Document. 4. A box entitled Print Blank Document will appear with a drop box for selecting a template. Click on the arrow next to the drop box to choose the document you wish to print. 5. Select the sections you want to print and click OK. 22

23 Appendix D Section 504 Reports To access these reports: 1. From the Home Page, click on Reporting > Standard Reports on top of the screen. 2. Click on the Section 504 pull down menu and select the desired report. 1. Section 504 Accommodations Plan a. Reports on students eligible for Section 504 accommodations and supports including the Area of Need, Service/Accommodation, and person responsible. 2. Section 504 Due Dates a. Reports on students eligible for Section 504 accommodations and supports including the Next Reevaluation Due Date and Next Review Due Date. 3. Section 504 Plans Not Final a. Reports on Section 504 plans that have not had the status changed to Final. 23