Illinois Section 504 Accommodation Plan. User Guide

Illinois Section 504 Accommodation Plan User Guide 1990-2015 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. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 1 of 17

TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 FORM NAVIGATION/TOOL BAR... 4 FIELD MAPPING... 6 MAIN SECTION... 6 MEETING NOTES SECTION... 11 IMPORTANT DATES... 12 SETUP AND CONFIGURATION... 12 CODE TABLE SETUP... 12 SECURITY... 13 FORM REVISIONS... 14 REVISE... 14 UNREVISE... 15 REVISION HISTORY... 17 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 2 of 17

OVERVIEW This form is used to document the annual plan for a student eligible to receive services under Section 504 of the Rehabilitation Act. The form summarizes the information collected about the student s condition and outlines the accommodations/actions to be taken on the student s behalf. 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 The available forms will be listed in the student tool bar located on the left side of the screen. The 504 forms are grouped together. 1. Click the 504 Accommodation Plan 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. 3. If a meeting has been previously scheduled in IEPPLUS, select it from the drop down list. If a meeting is not available to select, choose the Create a Meeting button, and then select a meeting date and meeting type. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 3 of 17

4. 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. 5. If the student has a prior 504 Evaluation or 504 Plan, select the form only if you want to populate the data from a prior form (fields 13, 14 and 16). The choices in the drop down will include the most recent forms. 6. 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, Meeting and Placement date field. The Placement/Date field will populate with the meeting 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. 5. Archives 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 4 of 17

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. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 5 of 17

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). MAIN SECTION 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 6 of 17

IEPPLUS Illinois Section 504 Accommodation Plan 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. 1 Letterhead: Letterhead requires prior setup under Maintenance > Manage Letterhead. The district Logo will print on the report, if an image file is added to the client images folder in the IEPPLUS directory (see Help > Administration > District Logo for more information). The Logo will not display on the web form. 2 Student Name Student > Demographics > Name: First, Middle, Last and Qualifier. 3 Grade Student > Placement > Grade as of the Placement/current date field specified in Form Information. 4 Date of Birth Student > Demographics > Birth Date. 5 School Student > Placement > Location as of the Placement/current date field specified in Form Information. Student > Meetings. This field will reflect the date of the meeting selected when creating the form or maintained in Form Information. Changes to the date field will update the meeting record. Functionality requires prior setup under Maintenance > Manage Code Tables > Meeting Type: 6 Meeting Date Meeting Type Description Section 504 Team Meeting or similar text Alternate Code Alternate Type Code IL IEP Code 504 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 7 of 17

IEPPLUS Illinois Section 504 Accommodation Plan Student > Basic Information > Contacts > Name, Address and Communication information for each contact with Type = Parent / 7 Parent/Guardian(s) Guardian and/or Surrogate Parent flagged to receive mail. Student > Educational Information > Referrals. This field will reflect the referral date selected when creating the form or maintained in Form Information. Only referrals with Alternate Code = 504IR will display. *Note This field is read-only. 8 Initial Referral Date 9 504 Reevaluation Date 10 Projected 504 Reevaluation Date 11 Beginning Date of this Plan 12 Next Annual Review Date 13 Impairment 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 IL IEP Code 504RN or similar text Student > Educational Information > Important Dates. This field will populate with the last 504 Evaluation Completion Date. The user may enter or change this information within the form. Finalizing the form will create or overwrite the existing Important Date with the date entered in this field. This functionality requires prior setup (see Important Dates section for more information). Student > Educational Information > Important Dates. This field will populate with the last 504 Reevaluation Due Date. The user may enter or change this information within the form. Finalizing the form will create or overwrite the existing Important Date with the date entered in this field. This functionality requires prior setup (see Important Dates section for more information). This field will display the meeting date selected when the form was created or maintained in Form Information. Changes to this field will update the from start date. Student > Meetings. This field will display the meeting date selected when creating the form or maintained in Form Information + 1 Year minus 1 Day. The user may enter or change this information within the form. Finalizing the form will create or overwrite the existing Important Date with the date entered in this field. This functionality requires prior setup (see Important Dates section for more information). Text box used to describe the student s condition, including any diagnostic information obtained from the student s physician. This field will auto-populate with the information from a prior 504 ER (Field 20) or 504 Plan attached when creating the form. If the form is linked after creation the data will not populate. User may enter or change the data in this field. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 8 of 17

IEPPLUS Illinois Section 504 Accommodation Plan Text Box used to indicate the specific areas where substantial limitations exist for the student. This field will auto-populate with the information 14 Limits Major Life Function from a prior 504 Evaluation Report (Field 22) or 504 Plan attached when creating the form. If the form is linked after creation the data will not populate. User may enter or change the data in this field. 15 Student Strengths Click the Add Statements button to enter/select statements describing the student s academic and functional strengths. This functionality will require prior setup as follows under Maintenance > Manage Goal Books only if the district chooses to make pre-defined statements available for selection. Type Category Subcategory Statement Section504 Strengths Check boxes /Text boxes used to describe the accommodations/actions to be taken, including the position/role responsible, for each of the following areas: Classroom/School Environment Lesson Development/Homework Evaluation/Testing Behavior Medical This field will auto-populate with the information from a prior 504 Plan if the prior form is attached when creating the new form. Linking a prior form after the form creation process will not populate the data in this field. 16 Accommodations Clicking the Add button will allow the user to enter/select statements from the default Goal Book. For any area that does not apply to the student s plan, click the None Needed check box. This functionality will require prior setup of any pre-defined statements and responsible positions/roles the district chooses to make available under Maintenance > Manage Goal Books: Type Category Subcategory Statement Section504Accommodation Environment LessonHomework EvaluationTesting SocialEmotional Behavior Medical Attachment Section504Accommodation ResponsibleParty To set the default Goal Book, go to Options > Set System Wide Options or Set My Options > Main. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 9 of 17

IEPPLUS Illinois Section 504 Accommodation Plan Student > Program > Placement as of the Placement/current date field specified in Form Information. Only placements with Alternate Code = 504 will populate this field. To create the placement record, click the Add Placement link. This field does not print on the report. This functionality requires prior setup under Maintenance > Manage Code Tables > Placement. 17 Placement Placement Description 504 Accommodation Plan or similar text Alternate Code Type Alternate Code Alternate Code 504 18 Additional Info Attached 19 Parent/Guardian Signature Creating a new 504 plan will end the existing 504 Placement and create a new 504 Placement only if the prior record has the 504 Alternate Code. This process also will end any existing 'To Be Determined' Placement in the form date range and will have no effect on any other non-504 Special Education Placement records. Check Box to indicate if the user is going to attach any additional information to the form. This information does not print on the report unless the user has marked the check box. Blank lines for signature and date indicating the parent or guardian is giving permission to implement the student s plan. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 10 of 17

MEETING NOTES SECTION 20 21 22 20 Conference Participants Student > Meetings > Attendees. This section will reflect the meeting created or selected when creating the form. Changes made will save to the meeting record. This section will print in a 3 column gird with signature lines for Name, Position and Date. The section provides the ability to add, edit or delete meeting attendees or select a team setup previously under Maintenance > Mange Teams. 21 Student Rights Contact Maintenance > Manage Letterhead > Staff Type/Enclosure > Section 504 Parental Rights Contact and Section 504 Parental Rights Location, Lines 1-6. User may enter or change this information within the form. 22 Staff Notes Student > Meetings > Notes. This field will reflect the meeting selected when creating the form. Changes made in this area of the form will save to the meeting record. This functionality requires prior setup under Maintenance > Manage Code Tables > Meeting Note Type = 504 Evaluation Staff Note. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 11 of 17

IMPORTANT DATES Finalizing the form will create Important Date records for tracking and reporting purposes. These dates include the Completion Date and Next Due Date to review the student s plan. This functionality requires prior setup as follows under Maintenance > Mange Code Tables > Important Dates. Important Date Description 504 Plan Completion Date or similar text 504 Plan Review Due Date or similar text 504 Evaluation Completed or similar text 504 Reevaluation Due Date or similar text Alternate Alternate Code Date Calculation Code Type IL IEP Code 504CompletionDate 504 Plan Meeting Date (Field 6) IL IEP Code 504NextAnnualReviewDate 504 Plan Meeting Date + 1 Year minus 1 Day (Field 12) IL IEP Code 504EvaluationCompletionDate 504 Evaluation Meeting Date (Field 9) IL IEP Code 504EvaluationProjectedDueDate 504 Evaluation Meeting Date + 3 Years minus 1 Day (Field 10) The finalization process will create new or overwrite any existing dates of the same type provided the new dates are further in the future than the existing dates. The dates will display in the Educational Information section accessible from the student tool bar. When amending the form using the revise link, important dates are not created or updated. 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., Meeting Type ). 3. To add a code, choose New from the top menu. 4. Enter the Code Description, then Update and Save the record. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 12 of 17

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. 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. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 13 of 17

Permission Checked On Not Checked On Add Edit User will have the ability to create new forms. Entire form User will have the ability to edit any field in the entire form. Section User can only edit fields in the specified sections. If granting the ability to edit the entire form, ALL the section permissions must be checked on. 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 IEPPLUS: IL Section 504 Accommodation Plan User will not have the icon to create a new form. Entire form All fields read only. Section Fields within section read only. Delete Delete link in form tool bar inactive. User will not have the ability to delete a form. Lock Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock Unlock link in the form tool bar inactive. User tool bar providing the ability to lock a form. will not have the ability to unlock a form. User will have active Finalize link in the form Finalize link in the form tool bar inactive. User Finalize tool bar providing the ability to finalize and will not have the ability to finalize and create create an archive copy of a form. 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 Refresh link in form tool bar inactive. User will tool bar providing the ability to update a form not have the ability to refresh a form. with all the latest information. Reset Dates Not applicable for this form. Not applicable for this form. FORM REVISIONS REVISE Any form that is active as of today and finalized will have a Revise (or Amend) link to the right of the form. The label displayed may differ based on the district s screen configuration settings maintained under Maintenance > Manage Screen Configuration > Form Summary > Revise. The screenshot below depicts the settings to change the label to Amend. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 14 of 17

Clicking the Revise/Amend link will unlock the form for editing and de-link the meeting record. The user may re-select the original meeting or another meeting in Form Information. UNREVISE This functionality will change the form status back to finalized. It does not remove any changes the user made to the form. Any such changes must be backed out manually. allows the user to remove an Amendment/Revision when the form was inadvertently amended/revised. To remove an Amendment/Revision and return the form to its previous state, click on the Remove Amendment link from the Form Summary page. Upon clicking on the link, the pop-up screen illustrated below will display, alerting the user that any modifications they made to the form must be manually changed back prior to the Remove Amendment process. Ensure that the applicable meeting is re-selected prior to removing the amendment and any changes that were made are backed out before performing the amendment removal process. Click OK to continue or Cancel to return back to the Form Summary Page without processing the amendment removal. Clicking OK will perform the following: Re-finalizes the form and archived form (pdf file). Adds the date and time Amendment Removed to the Form History area in Form Information. To grant a group or user permission to the Remove Amendment link, navigate to Security > Manage Groups > Permissions, or Security > Manage Users > Permissions, then check on the Edit checkbox on the Permission > Form > Remove Amendment line item and then click the Save button. The Remove Amendment security option is global to all forms. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 15 of 17

In addition, the District has the ability to change the Amendment Removal label (Maintenance > Manage Screen Configuration). Select Form Summary and then click on the Edit button on the Item Name called Remove Amendment. In the Display Text column, rename it as desired, and save the changes. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 16 of 17

REVISION HISTORY 1/15/2015: Updated Main Section screenshot under Field Mapping to show that the Initial Referral Date is now read-only. Updated logic to reflect that field #8 is now read-only. Updated Meeting Notes Section screenshot under Field Mapping to show that the hard-coded LEA Representative has been changed to 504 Coordinator, and that the hard-coded Special Education Teacher has been removed from the Meeting Attendees. The extra scroll bar on the Form Information screen to the right of the Referral field has been removed. 8/19/2014 Initial document created. 1990-2015 SunGard Public Sector Inc. All Rights Reserved. Page 17 of 17