Acuity 504. User Guide. Administrators 504 Coordinators Teachers. MSB Customer Care msb-services.

Table of Contents MSB Mission Statement... 7 Welcome to Acuity TM 504... 8 User Guide Information... 8 Disable Pop-Up Blockers... 8 MSB Registration and Login Information... 9 New Users... 9 New User Registration... 9 Create Profile... 10 Additional login information... 12 Existing Users... 13 Logging In... 13 Forgotten Password... 13 Adding a New Account or Module... 13 Universal Functionality... 16 Adding Information... 16 Deleting Information... 16 Edit/Preview/Print Forms... 17 Work Space Editing... 18 Saving Data... 18 Spell Check... 19 Navigation of Acuity 504... 20 Launch Pad... 20 Navigation Bar/Buttons... 20 Navigation Bar... 20 2 Copyright MSB 2014

Navigation Buttons... 20 Home... 21 Blank Forms... 21 Notifications... 23 Reminders... 25 Help... 27 Pathway... 28 Pathway Drop-downs... 28 Action Icons... 29 Caseload Action Icons... 29 Work Space Action Icons... 29 Administrative Menu... 30 User Management... 32 User Details... 32 Approve Users... 35 Locked Users... 35 Caseload Management... 36 504 Coordinators... 36 Assign teacher(s) to a 504 Coordinator s caseload... 36 Remove Teacher from a 504 Coordinator... 38 Teachers... 39 Search Caseloads... 39 Assign Students to a Teacher... 40 Remove Student from a Teacher s Caseload... 42 Caseload Status... 43 3 Copyright MSB 2014

Filter and Sort... 43 Access to Student Documentation... 43 Edit School, Grade or Status for a Student... 43 Global Advance Student Grades... 44 Review Student Reminders... 45 Caseload Reports... 46 District Reports... 46 Custom Reports - New... 47 Custom Reports Existing... 50 Student Management... 51 Student Details... 51 Accessing Student Data... 51 Add a Student... 53 Delete a Student... 54 Exit a Student... 54 Add Parent/Guardian... 55 Edit Parent/Guardian Details... 55 Delete a Parent/Guardian... 56 Develop Student Team... 57 Delete Student Team Member... 58 Evaluations... 59 Add a Student Evaluation... 59 Edit Student Evaluation... 60 Delete Student Evaluation... 60 Meetings... 61 4 Copyright MSB 2014

Add a Meeting... 61 Edit a Meeting... 61 Delete Meeting... 62 Clone a Meeting... 63 Add Meeting Team Members... 64 Delete Team Members... 65 Add Records of Attempts to Attend... 66 Plans... 67 Add Plan... 67 Edit Plan Details... 68 Delete a Plan... 68 Add Classroom Accommodations... 69 Delete Classroom Accommodations... 69 Clone Plan... 70 Create an Archive... 71 Review/Access Archives... 72 Attach Documents... 72 Calendar Management... 74 District-No School Days Calendar... 74 School-No School Days Calendar... 75 Personal/School Calendar... 77 Personal Calendar... 77 School Calendar... 77 District Management... 78 District Information... 78 5 Copyright MSB 2014

Update District Information... 78 Add District Contact... 78 Delete District Contact... 78 Default Role Permissions... 79 Edit Permissions by Role... 79 Schools... 80 Add a School... 80 Edit School Information... 80 Delete a School... 80 Notification Management... 81 Notifications... 81 Add a Notification... 81 Delete a Notification... 81 Acknowledgment Report... 81 Group Management... 82 Create a Group... 82 Assign Members to Group... 83 Reminder Management... 84 District Reminders... 84 Add an Event... 84 Remove an Event... 85 Glossary of Terms... 86 6 Copyright MSB 2014

MSB Mission Statement MSB is committed to providing industry-leading solutions to empower educators to maximize their time with the children they serve. 7 Copyright MSB 2014

Welcome to Acuity TM 504 User Guide Information Acuity 504 is a software database system designed to assist educators and administrators in the management of 504 programs. The Acuity 504 manual will guide users through navigation of the system as well as the steps to successful implementation in their district. Terms that are bolded and italicized are defined in the Glossary of Terms. Although this manual is a reference tool, it may not answer all of your questions. Remember that tollfree technical support is available Monday through Friday, 7am-5pm (Eastern Time) to assist with your questions. If you experience difficulties, please call our Customer Care team at 800.810.4220, email Customer Care at support@ or use the Live Chat feature found in the upper right corner of the program window. Disable Pop-Up Blockers Users will need to allow Pop-ups when working with the Acuity 504 program. Acuity 504 utilizes window prompts in its printing and reporting functions, as well as to remind and notify users of events taking place in their Acuity 504 account. To ensure your browser will allow pop-ups Acuity 504, please follow the steps below for your indicated browser: In Google Chrome, click the Tools icon (square box in the upper right corner with three horizontal lines)>settings>show Advanced Settings (blue link at the bottom)>then under the "Privacy" heading click on the Content Settings button>scroll down to find the Pop-ups section>click on Manage Exceptions. Type login. as a "new hostname pattern" in the box, leave the drop-down set to "Allow" and click "Done". In Internet Explorer, click on Tools>Pop-up Blocker>Pop-up Blocker Settings. In "Address of the website to allow:" enter login. and click on the add button. In Firefox, click on Firefox Menu>Options>Options>Content. Click on the exceptions button. In the field for the address of the website to allow, enter login. and click on the add button. In Safari on a Mac, click on the Safari menu to the upper left corner of your screen, hit preferences, then the security tab and make sure the "block pop-up windows" option is not checked under web content. In Safari on an ipad, open the "Settings" menu on your Home screen. Tap the "Safari" tab on the Settings page. The Safari preferences screen loads. Scroll down the page to the "Security" section. Slide the "Block Pop-Ups" switch to the "Off" position. Press the "Home" button to return to your Home screen. 8 Copyright MSB 2014

MSB Registration and Login Information All users must register before accessing the program for the first time. If you are an existing user of Adori TM or Lumea TM, proceed to the Existing Users section below. New User Registration New Users 1) Go to login. in your web browser 2) Click on the link: To Register Click here 9 Copyright MSB 2014

Create Profile 3) Complete all required fields (with *) and click on Note: Password must be a minimum of eight alpha-numeric characters with at least one letter and at least one number. 10 Copyright MSB 2014

4) Select the state for your account 5) Indicate the account name, town or district number you are requesting to join and then click search 6) Choose the account name to display the available products and modules 11 Copyright MSB 2014

7) Choose the module(s) you wish to access and then select 8) An email will be sent to your administrator for approval 9) You will receive an email once approval has been granted Additional login information 1) Duplicate email addresses cannot be accepted 2) If you forget your password, select Forgot Password on the login page 3) Information collected during the registration process can be accessed by clicking on the My Profile Navigation Button 12 Copyright MSB 2014

Existing Users Logging In If you are already registered for your district s account and you know the email address and password, follow the steps below to access your account: 1) Go to login. in your web browser 2) Type your email address and password 3) Click on LOGIN Forgotten Password 1) Go to login. in your web browser 2) Click on the Forgot Password link 3) Answer your security questions to log in Adding a New Account or Module If you are already registered for an MSB module and/or account, but need to access a new account or module, you will not need to re-register. You will login to you current account and module using the same email and password that you set up when you registered. Adding a New Account To request access to a new account, follow the steps below: 1) Select the My Profile Navigation Button 2) Select 3) Select 13 Copyright MSB 2014

7) Choose the module(s) you wish to access and then select 8) An email will be sent to your administrator for approval 9) You will receive an email once approval has been granted Adding a New Module to an Existing Account To request access to a new module in an existing account, follow the steps below: 1) Select the My Profile Navigation Button 2) Select 3) Click on the [+] next to the desired account to display the available products and modules 4) Modules you have access to will say Approved next to them 5) If additional modules are available to you for that account, you can click on Request Access 6) An email will be sent to your administrator for approval 7) You will receive an email once approval has been granted 15 Copyright MSB 2014

Universal Functionality You will notice consistent elements throughout Acuity 504 that will perform the same operation in different contexts. Adding Information Users will have the ability to add information two ways: 1) QUICK TASKS - When you select a Quick Task from the Administrative View, Acuity Acuity 504 will open a Work Space to complete that task. 2) ADMINISTRATIVE MENU - You can add or edit information in any of the sections of the Administrative Menu. To add a record, click on the Action Icon to add a new record for the section you are in. The Work Space will populate with related questions. Answer the questions and click at the top of the Work Space when complete. Deleting Information If a user has sufficient permissions assigned in the system to do so, the user can delete information in in the following way: Action Icon The delete action icon is present above the workspace only when a user has the appropriate permissions assigned to delete records in the specific section where the user is working. Clicking on the Delete [-] Action Icon will delete a records only for the section of the Student Menu you are working in. In other cases (like meetings or notices), clicking the Delete Action Icon will delete the specific record you are viewing at the time. In every case, you will be prompted to confirm your intention to delete the records. 16 Copyright MSB 2014

Edit/Preview/Print Forms Users can select the Action Icon above the Work Space to display a list of forms. Some forms in the list may be editable directly on the form. If so, an button is displayed next to the form. Click on the button to open the editable form window. 17 Copyright MSB 2014

Work Space Editing Users have the option to utilize the Work Space scroll bar to edit all appropriate fields (see arrow on right), and/or utilize the Table of Contents to select a specific area to edit. Saving Data As you enter information into the fields, the button at the top of the Work Space will change from gray to red as a reminder to save your data. Each time you press the Save button, the data is saved to the server and the save button turns gray again. 18 Copyright MSB 2014

Spell Check When editing a large text field, a text edit window will open. This window includes spell checking. After typing your text, simply click on the Spell Check button above the text box. This will open a dialog box outlining the errors and providing suggested corrections. 19 Copyright MSB 2014

Navigation of Acuity 504 Launch Pad The Launch Pad is located at the top left of the screen in the Navigation Bar. It identifies which MSB product you are logged in to. The launch pad also serves as a quick-link to the MSB websites by clicking on the different product logos. Navigation Bar Navigation Bar/Buttons The Navigation Bar is located at the top of the screen and allows you to access your account information, review your Certification Level and the Navigation Buttons. Navigation Buttons The Navigation Buttons are the round, blue buttons located on the right side of the Navigation Bar at the top of the screen. The Notifications button and the Reminders button will display in red if new information is available. My Profile Displays the information provided during User Registration. Users have the ability to change their security questions, email address, password, as well as request access to additional accounts and/or MSB products. Request Access Under the My Profile Work Space, users can select the My Accounts button which will allow users to request access to additional MSB products and/or accounts as well as review current access and security rights. 20 Copyright MSB 2014

Login Defaults If a user has access to multiple accounts and products, the user can establish their defaults with their My Profile window. Home Returns the user to the home screen Blank Forms Displays a list of blank forms in the account. Users can select the that section. to display a list of forms in 21 Copyright MSB 2014

Calendar Displays personal/school calendar in the Work Space. You can switch between the personal calendar and school calendar using the icons to the right above the calendar. All events are color-coded to provide a quick, visual cue about the event. The color coding is as follows: Gray No school days Red Items due (expiring Plans or evaluations) Orange Plan meetings Pink Personal appointments 22 Copyright MSB 2014

Notifications If MSB Customer Care or your district administration has submitted a Notification, the Notifications Navigation Button will display in red to indicate that there is a new notifications to review. It is intended to be used as a communication tool for announcements to the Acuity 504 community, state, district, school and user level. Here is an overview of the types of notifications that are sent: MSB Customer Care - Information about Acuity 504 updates or commonly asked questions from users District Administrators - District Administrators can send notifications to staff in the Acuity 504 program Caseload Change - Caseload changes regarding students being added or removed Navigation in Notifications Navigation in Notifications occurs in three panes. The New pane displays all unread Notifications in chronological order. The Notification pane displays the date, title and content to be read as well as the sender. After the Notification has been acknowledged, it will move into the History pane. Notifications in the History pane will remain for one year as a reference. 23 Copyright MSB 2014

Reading a Notification Clicking on the Notification in the New pane displays it in the Notification pane. Once you have finished reading the Notification, click on the Acknowledge button to move the Notification to the History pane. Emailing a Question/Concern Regarding a Notification You are able to generate an email to the sender of the Notification to address questions/concerns about the Notification. Clicking on the Questions button will expand the window to type in your question/concern. Notifications sent by Customer Care at MSB will be addressed by a Customer Care Representative. Notifications generated at the District level will be addressed at the District level. 24 Copyright MSB 2014

Reminders If you have a student with an upcoming compliance due date, the Reminders window will appear when you log in to Acuity 504. Districts can choose to have specific events as defaults for every user. Recommended defaults Include: Plan Expiration, Plan Meeting, 3 Year Evaluation and Annual Review Date. As a user, you can choose to customize your Reminders window by changing the settings. In the Timeline Pane, you can choose to display student reminders by compliance date. In the Event Type Pane, you can look at your Reminders in event groups (i.e. Plan Team Meeting). School districts can identify default event types for staff. Additionally, you can customize Reminders to keep track of students events on your caseload by following the steps below. When a user has a new reminder the Reminders Navigation Button will display in red. 25 Copyright MSB 2014

Customizing Reminders When accessing Reminders for the first time the user must Restore Defaults. This is a one-time only process that is required to get started. 1) In the Reminders window, click the Settings button 2) Select Restore Defaults 3) Close Settings window 4) Close Reminders window to refresh If you wish to add more reminder events or extend the reminder timeframe for existing events, follow these steps: 1) In the Reminders window, click the Settings icon 2) Click Add Event and choose an event from the drop-down menu 3) If you selected the correct event, click Save ; If not, click Remove 4) Select number of days in advance that you wish to be notified for this event a. You can extend the reminder timeframe on default events, but not reduce it 5) When finished adding events, close the Settings window 26 Copyright MSB 2014

Help The Help window displays resources to assist users with their learning and support. You may email Customer Care directly by clicking on support@ near the bottom of the help window. 27 Copyright MSB 2014

Pathway The Pathway is the gray bar located just below the Navigation Bar and identifies the path you have taken to get to the current location in the program. Clicking on one of the arrow segments in the Pathway will return you to the window named in that arrow. Pathway Drop-downs If the Pathway contains a small arrow inside a square, it is also a drop-down list selection tool. Clicking on a Pathway drop-down menu will open a list allowing you to select an item in that section. 28 Copyright MSB 2014

Action Icons Action Icons are located above the Work Space Tabs as well as above the Caseload Column. They allow users to complete functions such as add, delete, clone, amend, print, etc. Here is a break-down of all the available Action Icons. Caseload Action Icons Classroom Management/Add a Student Progress Reporting Caseload Reports Work Space Action Icons Add Information Delete Information Editable Print/Preview Clone an existing Meeting Notice Allows users to attach documents that are stored on the user s computer to the student s record in Acuity 504; Users can also review archives that have been created for a particular student Clone an existing Plan document 29 Copyright MSB 2014

Administrative Menu The Administrative Menu is a collection of tasks that users can perform to assist in managing the Acuity 504 database. These tasks are organized in folder system. By selecting a folder in the Administrative Menu, the tasks in that folder are displayed. Administrative View Access/update all users roles, permissions, and types Approve new user requests Manage caseloads for 504 Coordinators and Teachers Check and manage students caseload status Run pre-defined District Reports or create Custom Reports 30 Copyright MSB 2014

Access and/or edit Student Demographics, Referrals, Evaluations, Meetings and Plans for all students Specify non-school days at the district or school level Access Personal or specific School calendar Update district contact information, school information and default permissions by role Manage and send notifications district-wide, to a specific user or a specific group of users Manage events and timeframes for system reminders 31 Copyright MSB 2014

User Management Administrators can manage their users in the User Management folder. User Details 1) Select User Details from the User Management folder Status Types: Account Locked Offline Online Deactivated 2) Select next to appropriate name 3) Select appropriate Work Space Tab to update 32 Copyright MSB 2014

Summary The Summary tab provides an overview of users current roles and types, as well as the requirement for Professional Oversight. Administrators also have the ability to reset a user s password if needed. Roles View or Edit a user s role 33 Copyright MSB 2014

Permissions View or Edit a user s permissions in the program 34 Copyright MSB 2014

Approve Users 1) Select Approve Users from the User Management folder in the Administrative Menu 2) Select appropriate role 3) Select Approve or Deny NOTE: A confirmation email will be sent to the registering user Locked Users If a user has three failed login attempts, the user s account will be locked. When this happens, the user is presented with the opportunity to answer his/her security questions to unlock the account. If the security questions are answered correctly, the user will be logged in. If the security questions are not answered correctly, an Administrator can unlock the user s account in User Details. 1) Select User Details from the User Management folder in the Administrative Menu 2) Locate User Name that has the image 3) Select unlock user NOTE: If an administrator unlocks a user s account, that user may still experience problems logging in due to a forgotten password. In this case, the user s password may be reset under the Summary tab in User Details. 35 Copyright MSB 2014

Caseload Management Administrators have the ability to manage the 504 Coordinator s Caseloads in the Caseload Management folder. 504 Coordinators Assign teacher(s) to a 504 Coordinator s caseload 1) Select the name of the 504 Coordinator in the New Caseload pane. The 504 Coordinator s existing caseload will display 36 Copyright MSB 2014

2) Select the check box next to each appropriate 504 Coordinator in the Current Caseload window 3) You have two options when assigning teacher(s) to the new or 504 Coordinator a. When selecting to Move, the teacher will be moved to the new 504 Coordinator and will no longer be available to the Previous 504 Coordinator b. When selecting to Copy, the teacher will be added to the new 504 Coordinator while still remaining available to the Previous 504 Coordinator By selecting either Move or Copy, the teacher is now part of the new 504 Coordinator s caseload. 37 Copyright MSB 2014

Remove Teacher from a 504 Coordinator 1) Select 504 Coordinator from drop-down in the Current Caseload window 2) Select the check box next to each teacher to remove 3) Select 38 Copyright MSB 2014

Teachers Administrators have the ability to manage their Teachers in the Caseload Management folder. Search Caseloads 1) Select appropriate filters 2) In the Current Caseload pane, filter student list in one of four ways: a. b. c. d. 39 Copyright MSB 2014

Assign Students to a Teacher 1) Locate student in the Current Caseload column (if cannot locate student use Search feature) 2) Locate teacher to assign student(s) to in the New Caseload column 40 Copyright MSB 2014

3) Select the check box next to each appropriate student in the Current Caseload window 4) You have two options to assign student to the new Teacher: a. When selecting to Move, the student will move to the New Teacher and will no longer be available to the Previous Teacher b. When selecting to Copy, the student will be added to the New Teacher while still remaining available to the Previous Teacher By selecting either Move or Copy, the student is now part of the new Teacher s caseload. 41 Copyright MSB 2014

Remove Student from a Teacher s Caseload 1) Select Teacher from drop-down in the Current Caseload window 2) Select the check box next to each student to remove 3) Select 42 Copyright MSB 2014

Caseload Status The Caseload Status window allows Administrators and Team Leaders to view and change the following information for all students in the district: View Student Details and Plan Change School, Grade, Teacher or Status for Students Review Student Reminders and Student Progress Indicators (SPIs) Filter and Sort 1) Select appropriate filters and sorting criteria 2) Select Access to Student Documentation Select the student s name in blue to access Student Demographics. Select Plan Start and End Dates to access Plan. Edit School, Grade or Status for a Student Click on Edit to the far right for the selected student. Editable fields will now contain a drop-down menu. 43 Copyright MSB 2014

Global Advance Student Grades Grades may be advanced for all students globally one time per school year. 1) In the Caseload Status window, select 2) All students whose grades can be advanced will be checked by default. Uncheck any student known to not be advancing 3) Select All Students or 504 Students from the drop down Note: All students will advance grades for non 504 students, including those in Adori and Lumea. 4) Select to advance the grades of all selected students 5) Select Display students that cannot be advanced to display a list of students that Acuity 504 is not able to advance for the specified reasons 44 Copyright MSB 2014

Review Student Reminders In the Caseload Status window, some students may have a red flag or a red Student Progress Indicator (SPI) to the left of the student s name. The red flag indicates that the student has reminders for upcoming events. The SPI indicates missing student data in the student s record. Select or the next to the student s name to generate report of necessary reminders or missing data. Reminders Report Student Progress Indicator (SPI) Report 45 Copyright MSB 2014

Caseload Reports Administrators and 504 Coordinators can run Caseload Reports from the Administrative Menu. District Reports 1) Select District Reports from Caseload Reports menu 2) Select to choose a report 3) Select to export the report results as a PDF; Select to export the report results to Excel 46 Copyright MSB 2014

Custom Reports - New 1) Select Custom Reports from Administrative Menu; The Custom Reports Wizard will open 2) Click on to create a new Custom Report 3) Select next to the appropriate section to display the sub-sections 4) Check the box for the appropriate sub-section(s) to include all fields in that sub-section or select next to the sub-section to display the individual fields 5) Select 47 Copyright MSB 2014

6) To change the order of the fields in the report results, select a field and use the Move Up or Move Down buttons, if desired 7) Select 8) Select the report filtering criteria. The check box to the left of each field indicates whether the field will display in the report results. The options to the right allow you to filter your results to display only those records that match the criteria you select. If multiple criteria are available for a given field, you can select multiple options by holding down the Ctrl key and clicking on each option. Some filters (like student name) allow you to type your filter criteria 9) Select the button to view your report; The report results window will open, displaying the results based on the criteria you selected 48 Copyright MSB 2014

10) You have two different options for exporting the report results. You can export to Adobe PDF or Microsoft Excel. Exporting to Excel will allow you to further manipulate the data. It is recommended that you export to Adobe PDF or Microsoft Excel to print the results as printing directly from the report results window may not produce desirable results To export the results to either Adobe PDF or Microsoft Excel, click on one of the icons in the lower right corner of the report results window 11) Once you close the report results window, you can save your report for use in the future. You can name your report and then select Save As. Your report will be saved in the existing reports list 49 Copyright MSB 2014

Custom Reports Existing Once you have saved one or more custom reports, you can run those reports again without creating them from scratch. You can even modify an existing report if the criteria change. 1) Select Custom Reports from Administrative Menu; The Custom Reports Wizard will open 2) Open the drop-down list to select an existing report Reports listed as (Personal) were created by you. Reports listed (District-Wide) were created by a district administrator and shared with all users in the district. 50 Copyright MSB 2014

Student Management Administrators and 504 Coordinators can manage students in the Student Management folder in the Administrative Menu. Accessing Student Data Student Details 1) Select Student Details in the Student Management menu 2) Search for a Student by typing all or part of the student s last name in the drop-down box. When the full name appears, choose it from the list 51 Copyright MSB 2014

3) The student s demographic information will populate the Student Details Work Space 52 Copyright MSB 2014

Add a Student A student can be entered into Acuity 504 as an active or a referral student. 1) Select Student Details in the Student Management menu 2) In the Student Information tab, click on the Action Icon 3) In the Work Space, enter the information required to create the student record 4) Select when done 53 Copyright MSB 2014

Delete a Student Only students that are added in error or for practice should be removed from the database. Students with a history in Acuity 504 should be exited, not deleted, from the database. 1) Select Student Details in the Student Management menu 2) Search for Student by typing all or part of the student s last name in the drop-down box. When the full name appears, choose it from the list 3) In the Student Information tab, select the Action Icon 4) Confirm deletion by selecting Exit a Student Students who leave the district for any reason need to be exited from the Acuity 504 program. Exiting allows the Acuity 504 program to change the student s status from active or referral to inactive and allows Acuity 504 to maintain the student s documentation for historical purposes. 1) In the Table of Contents in the Student Information tab, click 2) Enter the appropriate exit information in the Work Space 3) Select when complete NOTE: Saving exit information will change the student s status from Active Referral to Inactive automatically. 54 Copyright MSB 2014

Add Parent/Guardian 1) Select Student Details in the Student Management menu 2) Select the Parent Information Work Space Tab 3) Select the Action Icon above the Work Space 4) Enter appropriate information 5) Select when complete Edit Parent/Guardian Details 1) Select Student Details in the Student Management menu 2) Select the Parent Information Work Space Tab 3) Edit all appropriate fields 4) Select when complete 55 Copyright MSB 2014

Delete a Parent/Guardian 1) Select Student Details in the Student Management menu 2) Select the Parent Information Work Space Tab 3) Select Action Icon 4) Select Parent/Guardian to delete 5) Select to confirm deletion 56 Copyright MSB 2014

Develop Student Team Add New Teacher 1) Select Student Details in the Student Management menu 2) Select Student Team Work Space Tab 3) Select Action Icon 4) In the Student Provider Type drop down, teacher is the default selection. 5) Select when complete 57 Copyright MSB 2014

Delete Student Team Member 1) In the Student Team tab, click on the Action Icon above the Work Space 2) Select the appropriate team member to delete 3) Select to confirm deletion 58 Copyright MSB 2014

Evaluations Add a Student Evaluation 1) Click on Student Management 2) Select Evaluations from the Student Menu 3) Search for Student 4) Select the Action Icon above the Work Space 5) Enter appropriate information 6) Select when complete 59 Copyright MSB 2014

Edit Student Evaluation 1) Click on Student Management 2) Select Evaluations from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select appropriate Evaluation from the Pathway 5) Enter appropriate data in the Work Space 6) Select when complete Delete Student Evaluation 1) Click on Student Management 2) Select Evaluations from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select appropriate Evaluation from the Pathway 5) Select the Action Icon 6) Select to confirm deletion 60 Copyright MSB 2014

Meetings Add a Meeting 1) Click on Student Management 2) Select Meetings from the Student Menu 3) Search for Student 4) Select the Action Icon above the Work Space 5) Enter appropriate information 6) Select when complete Edit a Meeting 1) Click on Student Management 2) Select Meetings from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select appropriate Meeting from the Pathway 5) Enter appropriate data in the Work Space 6) Select when complete 61 Copyright MSB 2014

Delete Meeting 1) Click on Student Management 2) Select Meetings from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select appropriate Meeting from the Pathway 5) Select Action Icon 6) Confirm deletion 62 Copyright MSB 2014

Clone a Meeting NOTE: Meeting Cloning is an optional feature and may not be available in all accounts. 1) Click on Student Management 2) Select Meetings from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select appropriate Meeting from the Pathway 5) Select Action Icon 6) Enter appropriate information 7) Select when complete 63 Copyright MSB 2014

Add Meeting Team Members NOTE: Acuity 504 automatically adds default Team Members to meetings. These Team Members include Administrator, Parents, Regular Education Teacher and 504 Coordinator. 1) Select Team Members Work Space Tab 2) Select the Action Icon above the Work Space 3) Enter appropriate information 4) Select when complete 5) Enter appropriate information in the Work Space 6) Select when complete 64 Copyright MSB 2014

Delete Team Members NOTE: Deleting a team member from a meeting does not remove that person a member of the student s provider team, as defined in Student Details 1) Select Team Members Work Space Tab 2) Select Action Icon 3) Select member to delete 4) Confirm deletion 65 Copyright MSB 2014

Add Records of Attempts to Attend 1) Under the Meetings section of the Student Management menu, select the Record of Attempts tab 2) In the Work Space, select or the Action Icon 3) Enter appropriate information 4) Select when complete 66 Copyright MSB 2014

Plans Add Plan 1) Click on Student Management 2) Select Plans from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Select the Action Icon above the Work Space 5) Enter appropriate information NOTE: A Meeting must be created prior to creating a Plan. Once the user selects the Meeting Date, Acuity 504 will automatically generate the Start and End Dates of the Plan. 6) Select when complete 67 Copyright MSB 2014

Edit Plan Details 1) Click on Student Management 2) Select Plans from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) The newest Plan will load by default. To choose an older Plan, select it from the drop-down menu in the Pathway 5) You have the option to utilize the Work Space to enter data or select the Editable Print Preview Action Icon 6) Select when complete Delete a Plan 1) Click on Student Management 2) Select Plans from the Student Menu 3) Search for a student using the Student Search box above the Work Space 4) Make sure you are in the Plan Details tab 5) Select Action Icon 6) Select to confirm deletion 68 Copyright MSB 2014

Add Classroom Accommodations 1) Select the Classroom Accommodations Work Space Tab 2) Select the Action Icon in the Work Space 3) Enter all appropriate information by clicking in each of the available text boxes 4) When you have entered all appropriate information hit Apply below the text box 5) To finalize your information select on the next page. 6) Repeat steps 2-5 when adding more accommodations Delete Classroom Accommodations 1) Select the Action Icon to remove an accommodation 2) Click Ok to confirm deletion 69 Copyright MSB 2014

Clone Plan Plan cloning should be used to create an exact copy of a Plan with new start and end dates. It is important to note the benefits and cautions of cloning a Plan given that it is a legal and binding document for the district. Cloning DOES carry over demographic, evaluation and accommodations information. All areas of the Plan must be reviewed by the 504 Coordinator to ensure that it aligns with the student s current present level of accommodations. NOTE: Acuity 504 requires that a meeting date be entered before the creation of a Plan. 1) Select Plans from Student Management Folder 2) The previous Plan will display in the Work Space. Select the Action Icon 3) Enter appropriate information: 4) Select when complete 70 Copyright MSB 2014

Create an Archive Archiving stores a copy of the Plan in the database in its current form. Districts may use archiving at any time during the Plan process to preserve a snapshot of the document on a certain date. 1) Select Action Icon 2) Select 3) Select next to the appropriate document 4) When archiving is complete you will receive the following message 71 Copyright MSB 2014

5) Select in the Archives window to see updates Review/Access Archives 1) Select Action Icon 2) Users can complete the following when accessing Archives: a. Provide Notes for each Archive b. View/Print Attach Documents The Attach feature allows users to upload files that are saved on the user s computer to the student s file in Acuity 504. These files could range from Excel spreadsheets, Word documents, Adobe PDF files, pictures, etc. 1) Select Action Icon 2) Select in the Attachments section 72 Copyright MSB 2014

3) Select 4) Locate document in computer to attach and select Select 5) Close window 6) Select to review attachment and add notes if necessary 73 Copyright MSB 2014

Calendar Management Administrators and 504 Coordinators can manage District and School No-School Days calendars from the Calendar Management folder in the Administrative Menu. District-No School Days Calendar 1) Click on each date in the appropriate month that school is not in session for the entire district 2) Select reason for school not in session 3) Select when complete 74 Copyright MSB 2014

School-No School Days Calendar 1) Select the appropriate school from the School drop-down menu 2) Click on each date in the appropriate month that school is not in session for that school 75 Copyright MSB 2014

3) Select reason for school not in session 4) Select when complete NOTE: The District - No School Days Calendar overrules settings in the School No School Days Calendar. If a day is set as a non-school day in the district calendar, it cannot be made a school day in the school calendar. In this case, the non-school day must be removed from the district calendar and then the appropriate choices made for each school on that day. 76 Copyright MSB 2014

Personal/School Calendar The Personal and School Calendars populate events scheduled throughout the Acuity 504 database such as Annual Review Date, Plan Meetings, Students birthdays, etc. The Personal Calendar would typically display events for students in a particular Teacher s caseload. For administrators and 504 Coordinators, the Personal Calendar is just a place to manually record appointments. Personal Calendar 1) Select to view Personal Calendar events 2) To add a Personal Event double-click on date 3) Enter appropriate information to schedule event School Calendar 1) Select to view the calendar for a specific school 2) Choose the school from the School drop-down menu 3) To add an Event to School Calendar double-click on a date 4) Enter appropriate information to schedule event 77 Copyright MSB 2014

District Management Administrators and 504 Coordinators can add and manage their district contact information, schools, and default role permissions by selecting District Management from the Administrative Menu. District Information The district information section allows you to enter contact information for key district personnel. Update District Information Add District Contact 1) Choose District Information in the Table of Contents 2) Select Action Icon to add personnel 3) Enter appropriate information in the provided fields 4) Select when complete 5) Information can be edited in the Work Space by choosing the position in the Table of Contents Delete District Contact 1) Select Action Icon 2) Select appropriate contact to delete 3) Select to confirm 78 Copyright MSB 2014

Default Role Permissions Administrators and 504 Coordinators can set a master list of default permissions for each role. These defaults are used when editing an individual user s permissions and the Reset to Defaults button is used. Edit Permissions by Role 1) Select Role from drop-down 2) Select appropriate permissions from the grid and the check boxes below it 3) Select Apply changes to all current users with selected role to update the selected permissions for all users that have associated role 4) Select when complete 5) Select to reset the role back to Acuity 504 Default Permissions NOTE: To make adjustments to permissions for a specific user, proceed to the User Management/ User Details section. 79 Copyright MSB 2014

Schools The Schools list in District Management is the list of schools available in the Schools drop down in Student Details. Add a School 1) Select Action Icon 2) Enter appropriate information 3) Select when complete Edit School Information 1) Select Edit in the appropriate school row 2) Make modifications where necessary 3) Select to save changes Delete a School 1) Select Delete in the appropriate school row 2) Select OK to confirm deletion 80 Copyright MSB 2014

Notification Management Administrators can add and manage notifications by selecting Notifications from the Administrative Menu. Add a Notification Notifications 1) Select Notifications from the Administrative Menu 2) Select Action Icon 3) Enter appropriate data under Notification Details 4) Select when complete Delete a Notification 1) Select Notification from Current Notifications pane 2) Select button to delete 3) Click OK to confirm Acknowledgment Report 1) Select Notification from Current Notifications pane 2) Select 3) Review Results 81 Copyright MSB 2014

Group Management Administrators can create and manage groups for the purpose of defining a specific audience for Notifications. Create a Group 1) Select Group Management from the Administrative Menu 2) Select Groups Work Space Tab 3) Select Action Icon 4) Enter Title 5) Select when complete 82 Copyright MSB 2014

Assign Members to Group 1) Select Group Management from the Administrative Menu 2) Select Members Work Space Tab 3) Select title from Group: drop-down 4) Choose a staff member from the Available Users pane to add to the group 5) Select to copy the user to the group 6) Repeat steps 4 and 5 to assign additional users to the group 7) Select when complete 83 Copyright MSB 2014

Reminder Management Administrators can add and manage district reminders by selecting Reminder Management from the Administrative Menu. District Reminders The District Reminders window displays the current reminders set up for the district. Add an Event 1) Select button 2) Select appropriate event from drop-down 84 Copyright MSB 2014

3) Select appropriate timeline from drop-down 4) Select to complete Remove an Event Select button next to appropriate event to delete. NOTE: there is no confirmation when removing an event from the list. If an item is removed from the list in error, it can simply be added again by clicking on the Add Event button. 85 Copyright MSB 2014

Glossary of Terms Action Icons: Action Icons are located above the Work Space Tabs as well as above the Caseload Column. They allow users to complete functions such as add, delete, clone, amend and print. Active Student: An active student has been identified as a 504 student. Add Student: The Action Icon for adding a student is located on the upper right-hand side of the gray status bar. Once you have clicked on this icon, follow Add a Student guide. Administrative Menu: The Administrative Menu is the window where the Administrative Tasks are displayed. Archive Plan: Archiving a Plan stores a copy of the Plan in the database in its current form. Districts may use archiving at any time during the Plan process to preserve a snapshot of the document on a certain date. Caseload Column: The Caseload Column is the window where the Student List is displayed. Caseload Filter: The caseload filter function is located above the Caseload Column and allows you to filter your student list in several ways depending on your current task. The student list can be filtered alphabetically, by School or by Grade. Create Reports: To create reports (queries) in Acuity 504, teachers must click on the third Action Icon in the upper lefthand corner of the gray status bar just above their caseload filter; Administrators and 504 Coordinators will click on Caseload Reports in the Administrative Window. Editable Print/Preview: Editable Print/Preview allows users to fill in the fields of Acuity 504 directly on the forms. Data entered in these form fields will save directly to the database. The Editable Print/Preview Action Icon is located in the upper right-hand corner of the gray status bar. Editable Print/Preview also generates forms for viewing, downloading and printing. Home Screen: The Home Screen consists of the Calendar View and the Student List. 86 Copyright MSB 2014

Inactive Student: An inactive student has been dismissed from the district. information on inactive students. However, Acuity 504 retains historical Launch Pad: The Launch Pad is located at the top left of the screen in the Navigation Bar. The Launch Pad serves as a quick-link to the MSB websites by clicking on the different product logos. My Profile: Displays the information provided during Login Registration. Users have the ability to change their security questions, password, default view, as well as, request access to additional accounts and/or MSB products. Navigation Bar: The Navigation Bar is located at the top of the screen and allows you to access your account information and the Navigation Buttons. Navigation Buttons: Green icons located on the right side of the Navigation Bar at the top of the screen. Pathway: My Profile: Displays the information provided during Login Registration. Users have the ability to change their security questions as well as request access to additional accounts and/or MSB products. Home: Returns you to the home screen. Blank Forms: Displays a list of blank forms in the account that may be printed individually or in groups of selected forms. Notification: Opens Notifications window. Reminder Flag: Opens Reminders window. Help: Opens available user guides. The Pathway is located above the Action Icons and identifies the path taken to get to the current location in the program. Pathway Drop-downs: The Pathway is also a navigation tool. Clicking on a section of the Pathway will open a drop-down menu allowing you to select a different area in that section. 87 Copyright MSB 2014

Personal Calendar: The Home Screen calendar can be populated by that user to contain personal calendar events viewed only by the user. To view the personal calendar, select the personal calendar icon in the upper righthand corner of the Home Screen. Quick Tasks: Once a student has been chosen from the student list, the Quick Task pane allows the user to choose a task and go directly there in Acuity 504. Districts can choose default Quick Tasks. Users can also customize their Quick Tasks according to their role in the system by clicking on the Settings button in the Quick Tasks pane. Reminder Flag: The Student Reminder Flag is located in the Caseload Column to the right of the student s name. If a student has a Reminder Flag, it means they have an event coming up and this will be listed in the Reminders Window. Reminder Flag Report: Clicking on the Student Reminder Flag will open a Student Reminder Report indicating where the student is missing information. School Calendar: The Home Screen calendar is populated by staff with administrative rights for school events. Most of these events will be Plan related (Annual Review Date and 3 Year Review Dates). To view the school calendar, select the School Calendar Icon in the upper right-hand corner of the Home Screen. Search Tool: The search tool is an administrative function in the Administrative Menu allowing searches for students in the system. Student List: The Student List for Teachers is contained in the Caseload Column on the left side of the screen in Acuity 504. The Student List can be displayed and sorted in several ways using drop-down menus at the top. The Student List can display active, referral or inactive students. Student Menu: The Student Menu is the list of areas that appears under a student s name when it is selected. The student s name and Student Menu are defined by the orange background that appears when the student is selected. Student Progress Indicators (SPI): Student Progress Indicators are the colored orbs to the left of some student s names in the Caseload Column. A red SPI indicates that there is missing information for that student in the system. As you navigate through Acuity 504, you will notice the lettering of some tabs may be red. This is an indicator 88 Copyright MSB 2014

that there is missing information in this tab. In the tab, the missing information fields will also be highlighted in red. An orange orb with a dark red center indicates that there is missing Medicaid information. Student Progress Indicator (SPI) Report: Clicking on a SPI will open a Student Progress Indicator Report indicating where the student is missing information. Student Team: The Student Team is created in the Student Details window. All teachers added to the Student Team have access to the student s records and can perform tasks as identified by each teacher s access level. Table of Contents: The Table of Contents is in the Plan section of Acuity 504. The buttons in the Table of Contents identify the sections of the tab to allow you to navigate through the tab efficiently. Work Space: The Work Space is the large area to the right of the Caseload Column and below the Work Space Tabs. Work Space Tabs: The Work Space Tabs are located above the Work Space and allow the user to navigate through the Work Space. 89 Copyright MSB 2014