Illinois Parent/Guardian Notification of Conference Invitation Letter & Mapping Document

Table of Contents SECTION I: HOW TO COMPLETE THE FORM... 3 TO CREATE THE FORM:... 3 Option 1: Create A New Meeting For A Letter... 4 Option 2: Create A Letter From A Previously Scheduled Meeting... 4 INVITATION LETTER... 5 1. Date... 5 2. Student Information... 5 3. Meeting Information... 5 4. Purpose of Letter... 5 5. Attendees... 5 Meeting Record Links... 5 Meeting Record Sections... 6 a. Main... 6 b. Reasons... 6 c. Dates... 6 d. Results... 7 e. Extensions... 7 f. Notes... 7 g. Attendees... 7 Team Grid... 8 6. Invitation Phone... 8 7. Signature Line... 8 SPECIAL ED FILE NUMBER... 10 PRINTING THE REPORT... 10 MAINTENANCE OPTIONS... 11 SECTION II: DATA MAPPING... 14 RELEASE HISTORY... 16 SunGard K-12 Education Copyright 2013 Page 2 of 16

SECTION I: HOW TO COMPLETE THE FORM The Invitation letter is used to invite participation to a Special Education meeting. The letter will include the purpose of the meeting, time and location of the meeting as well as the invited participants. An invitation letter will print for each parent/guardian that has Mail indicated in their Address record. The form contains the following sections: Selecting a Student Creating a New Invitation Letter (New Meeting Record) Meeting Information Parent/Guardian Mailing Information Attendees Meeting Purpose Creating a New Invitation Letter (Existing Meeting Record) Printing the Report Section Options Maintenance Options TO CREATE THE FORM: 1. Select Student Management > Manage an Existing Student. 2. Use the Search window to find the student based on Last Name, First Name or Student ID. 3. Add Text and Click Search. 4. Click the appropriate Name to select a student. Once a student has been selected, the student s Name, ID, Birthdate and Age will display. The Forms that can be created for a student will be listed. Click on the Invitation Letter link. SunGard K-12 Education Copyright 2013 Page 3 of 16

Click New to create this form There are two options when creating this form: Option 1: Option 2: Create a new meeting while generating the Invitation letter. Generate a letter based on a previously created meeting. Information from the meeting record will be displayed on the Invitation letter. OPTION 1: CREATE A NEW MEETING FOR A LETTER 1. Click the radio button next to the Create a new Meeting for this letter, with the following date and type text. 2. Enter the meeting Date for this letter using the date format MM/DD/YYYY or MM/DD/YY 3. Select a Type from the drop-down. 4. Click the Create Letter link. OPTION 2: CREATE A LETTER FROM A PREVIOUSLY SCHEDULED MEETING 1. Click the radio button next to the Use the following Meeting for this letter text. 2. Select the meeting of choice from the drop-down menu. 3. Click the Create Letter link. SunGard K-12 Education Copyright 2013 Page 4 of 16

INVITATION LETTER The following 7 sections should be entered based on the Illinois Department of Education guidelines. (Please refer to the numbered sections in the example Letter shown on page 8). 1. DATE This open field box represents the date the letter has been mailed to all participants of the meeting. The date will always default to the current date, but can be change at any time to accommodate your needs. 2. STUDENT INFORMATION The student s information is extracted from the child s demographic records. These fields cannot be change within the letter. 3. MEETING INFORMATION The meeting information data are live links which will take the user to the meeting record form. (See adjacent graphic). Within the form they can enter the date, time, and location of the meeting. Clicking save will record your meeting and return you back to the letter. 4. PURPOSE OF LETTER The user can select the purpose of the letter by clicking in the check boxes; checks ( ) will be displayed on the reports. Each item checked will create a meeting reason in the student s Meeting record (see 2b). 5. ATTENDEES This is where the user selects the attendees to invite to the meeting. There are 2 ways in which to Add, Delete, and Update the meeting attendees: Meeting Record Links Team Grid MEETING RECORD LINKS 1. To access the meeting attendees through the Meeting Record, click on the Date, Time, or Location links at the top of the screen. SunGard K-12 Education Copyright 2013 Page 5 of 16

2. This opens up the Meeting Record screen. From here, you can click on any of the buttons across the top of the screen to go to that particular section of the meeting record. Note, this screen defaults to the Main view. MEETING RECORD SECTIONS a. Main contains the Date, Time, Type drop-down box, and Location. b. Reasons contains the Reason and the Order number (prioritizes the reason(s) for the meeting). c. Dates contains the Meeting Type and the Date. SunGard K-12 Education Copyright 2013 Page 6 of 16

d. Results contains the Result and the Order number (prioritizes the result(s) of the meeting). e. Extensions contains the Extension for the meeting. f. Notes contains the Print To section and the Notes. g. Attendees contains the invited attendees to the meeting. Once finished entering all the relevant information required for the meeting, click on the Save button at the bottom of these pages (it does not matter which of these sections you press the SunGard K-12 Education Copyright 2013 Page 7 of 16

Save button in it will save all the entries made into these individual sections). Additionally, it will also take you back into the main screen (the Parent/Guardian Notification of Conference screen). TEAM GRID A. To access the meeting attendees through the team grid, click on the Add Meeting Attendee button. B. This will bring up the grid to enter the meeting attendees. C. Once all the relevant information is entered, the grid will populate with all the information entered for the meeting attendees. D. From this point, the user can now Add more attendees, Delete, or Edit existing attendees. 6. INVITATION PHONE The invitation phone field boxes can be either filled in directly by typing directly into the field or information can be pulled form letterheads. The enclosure field boxes takes data from Invitation Phone of the Staff Type/Enclosure of Letterheads. (Home > Maintenance > Manage Letterheads> (an already created letterhead) > Staff Type/Enclosure> Invitation Phone). 7. SIGNATURE LINE The signature line is taken automatically from Report Footer 1 of the Staff Type/Enclosure of Letterheads. (Home > Maintenance > Manage Letterheads > (an existing letterhead) > Staff Type/Enclosure > Report Footer 1). SunGard K-12 Education Copyright 2013 Page 8 of 16

The Meeting Type, Location, Date, Time and Attendees will be displayed on the form. Changes may be made as necessary to this information. Any information that is changed also will be changed in the meeting record for the student. You can add more attendees at this time is necessary. After all data has been entered, click the Save icon the top or bottom of the form. SPECIAL ED FILE NUMBER IL SPED# (Special Ed File Number) is comprised of up to 10 alphanumeric characters in length, and it will print on the bottom-right corner of the reports. The SPED# will only print on the reports, it will not display on the web forms. If no SPED# exists in the Student Identification Record, then neither the Special Ed File Number text nor the SPED# will display on the report. Implementation will require the addition of the Identification Type in the Code Table, as illustrated in the screenshot below (Maintenance > Manage Code Tables > Identification). To add or edit a student s SPED# navigate to Student > Basic Information > Identification. PRINTING THE REPORT 1. Select the IL Notification of Conference report from the Report drop down box at the top or bottom of the form. SunGard K-12 Education Copyright 2013 Page 10 of 16

2. Click Print Preview to display the form. The form will display in Adobe Acrobat. Select the Print icon or click the Save icon to save a copy of the form to your computer. 3. After reviewing or printing the report, click Close Window to return to the form. 4. Click Return to continue working with the student. Click the Select another student link to access another student s records. Criteria to print an invitation letter: Student contacts that have the Mail setting set to At the above address or At the following address. Student contacts Contact Type must be set to Parent/Guardian or Surrogate Parent. Mail Settings Contact Type MAINTENANCE OPTIONS Form Information The Letterhead and Meeting are stored in the area of the form. The meeting date can be changed on this page, which will reflect on the Invitation Letter form. Click on Main to return back to the Invitation Letter form. Ready for Review The Ready for Review check box can be used to indicate that the form is completed and ready to be finalized. Return Click the Return icon to return to the Invitation summary page. This page will display all forms that have been created for the student. SunGard K-12 Education Copyright 2013 Page 11 of 16

Lock Click the Lock link to lock the report. This will create a locked PDF file that will be available for view only. Changes cannot be made to a locked form. Unlock If changes need to be made to a locked report, click the Unlock link. The report will no longer be saved as a PDF file and changes can be made to the form. Finalize The Finalized option should be used only after the form has been completed and reviewed for accuracy. This will create a locked PDF file that will be available for view only. Changes cannot be made to a locked form. This will also create an archived copy with a date and time stamp. Note: Any form that has been mailed to the Parents/Guardian should be finalized. Delete Use the Delete link to remove a form. You will see the following message: Click Yes to delete the form or No to keep the form a part of the student s historical summary. Once a form has been deleted, it cannot be retrieved. If an Invitation letter is deleted, the Meeting record will still exist for the student. If the meeting was canceled and will not be rescheduled, the meeting should be deleted from the student s record via the Student Toolbar, Meetings or from the Home page, Utilities menu, Meeting Scheduling from the Utilities menu on the Home Page. The following screen will display: SunGard K-12 Education Copyright 2013 Page 12 of 16

The Current Date will be highlighted in red font, and any meetings scheduled for that day will be listed. Click any Date on the calendar to look at meetings for another day. In the above example, the current date is July 17, 2012. If the user wants to check on the Meetings for July 30, 2012, then just click on the other date to see those meetings. If the user clicks on the Meeting Time, this will bring up the Meeting Overview screen. From this screen, the user can create a New Meeting, Edit an existing meeting, Copy an existing meeting, return to the Meeting Summary page, or Delete an existing meeting. If the user clicks on any of the active blue hyperlinks (Date, Reasons, Dates, Results, Extensions, Notes, and Attendees), then this will take them back into the Meeting Record. Please refer to pages 6-7 above, for how to edit the Meeting Record information. SunGard K-12 Education Copyright 2013 Page 13 of 16

IEPPLUS Mapping (Note: Alternate Codes are maintained in Maintenance, Manage Code Tables, tables as indicated below) 1 Logo Ability to print Logo See Help, Administration, Client Logo for further info 2 Letterhead Maintenance, Manage Letterheads text in the Letterhead sections will appear 3 Date Text box to reflect the date of the letter 4 Student s Name Student name from Demographics section 5 Student s Date of Birth Student name from Demographics section Salutation- Parent 6 /Guardian s Name 7 Meeting Date Student, Meeting record Date 8 Meeting Time Student, Meeting record Time 9 Meeting Location Student, Meeting record Location 10 Meeting Room Student, Meeting record Room Student, Contacts = Type = Parent/Guardian and/or Surrogate Review Child s 11 Educational Status Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = REV Review Child s Recent 12 Evaluation Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = IR Review Child s 13 Eligibility Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = RE 14 Review Child s IEP Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = INVIEP Consider Child s Post- 15 Secondary Goals & Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = TRANS14 Transition Services 16 17 18 19 20 Consider Child s Disability to Disciplinary Violations Consider Child s Functional Behavior Assessment Review Child s Behavior Intervention Plan Review Child s Placement Due to Suspension Determine Child s Interim Alternative Educational Setting Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = MD Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = FBA Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = BIP Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = SUSP Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = INTERIM Review Anticipated 21 Student, Meeting, Meeting Reasons, Alt Code- IL IEP Code = GRAD Graduation Date 22 Other Drop-Down Box No Alt codes attached to meeting reason will display for selection Selecting a Team will auto populate all staff within that team template. Team 23 Team Drop-Down Box templates are managed under Maintenance, Manage Teams Check box. Information stored within the student s meeting record, per 24 Meeting Attendee Invite attendee Meeting Attendee Check box. Information stored within the student s meeting record, per 25 Attended attendee 26 Name Maintenance, Manage Letterhead, Staff/type Enclosure = Invitation Phone. Auto populates phone, however, field can be edited. 27 Title 28 Phone 29 Name Letterhead, Report Footer 1 30 Title SunGard K-12 Education Copyright 2013 Page 15 of 16

RELEASE HISTORY 5/2/2013: A new section called Special Ed File Number has been added to this document. If a student has a Special Ed File Number in their Identification Record, then this will now also appear in this form s report on the bottom-right corner. 8/1/2012: Complete documentation rewrite. SunGard K-12 Education Copyright 2013 Page 16 of 16