Illinois Notification of Conference (Invitation Form Instructions / User Guide 1990-2016 SunGard K-12. 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. SunGard, the SunGard logo, PLUS 360, eschoolplus, IEPPLUS, PerformancePLUS, efinanceplus, and BusinessPLUS 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. 1 of 20
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 6. Explantion of Procedural Safeguards Contact Info... 9 7. Signature Line... 9 PRINTING THE REPORT... 11 MAINTENANCE OPTIONS... 12 SECTION II: DATA MAPPING... 15 FORM: MAIN... 15 REPORT: LOGO/LETTERHEAD/PARENT/CONTACT INFO... 18 REPORT: FOOTER SPECIAL ED FILE NUMBER... 19 RELEASE HISTORY... 20 2 of 20
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. 3 of 20
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. 4 of 20
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. 5 of 20
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. 6 of 20
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. 7 of 20
TEAM GRID 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 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). 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. 8 of 20
D. From this point, the user can now Add more attendees, Delete, or Edit existing attendees. 6. EXPLANTION OF PROCEDURAL SAFEGUARDS CONTACT INFO The fields can be either filled in directly by typing directly into the fields or information can be pulled from Letterheads. The enclosure field boxes takes data from Maintenance > Manage Letterheads > Staff Type/Enclosure > Type = (see list below): Name: Type = Invitation Contact Title: Type = Invitation Title Telephone: Type = 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). 9 of 20
2 3 4 5 6 ISBE 34-57D 7/16 7 10 of 20
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. 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. 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 11 of 20
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. 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: 12 of 20
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: 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. 13 of 20
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SECTION II: DATA MAPPING FORM: MAIN 29 1 2 4 3 5-8 9-19 20 21-22 23 24 25 26 ISBE 34-57D 7/16 27 15 of 20
IL: Notification of Conference (Invitation Main Section (Note: Alternate Codes are maintained in Maintenance, Manage Code Tables, tables as indicated below) 1 Date Automatically populates with the date selected when creating the form. User can edit the field by typing a date in MM/DD/YYYY format. 2 Student s Name Automatically fills in from Basic Information > Demographics > Student Name. 3 Student s Date of Automatically fills in from Basic Information > Demographics > Date of Birth. Birth Dear (Parent Salutation) Basic Information > Contacts, Type = Parent/Guardian, or Surrogate Parent where address is set to Mail. 4 If Contact > Mail attention line starts with To the, then the attention line without to the will print. Otherwise, it prints the text in the attention line. If the attention line is blank, it prints the contact salutation & the contact last name. 5 Meeting: Date Student > Meeting > Date 6 Meeting: Time Student > Meeting > Time 7 Meeting: Location Student > Meeting > Location 8 Meeting: Room Student > Meeting > Room 9 10 Review of Existing Data Initial Evaluation / Eligibility 11 Reevaluation 12 13 14 15 Individuated Education Plan IEP Review and Revision Secondary Transition Functional Behavioral Assessment / Behavioral Intervention Plan Maintenance > Manage Code Tables > Meeting Reason > Alternate Codes > Type = IL IEP Code > Description = REVD Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Alternate Codes > Type = IL IEP Code > Description = IR Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Alternate Codes > Type = IL IEP Code > Description = RE Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = IIEP OR INVIEP Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = IEPRR, or REVIEP or Interim Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = TRANS14 or Trans Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = FBA Student > Meeting > Reasons 16 of 20
16 Manifestation Determination Review 17 Graduation 18 Other 19 20 21 22 Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = MD Student > Meeting > Reasons Maintenance > Manage Code Tables > Meeting Reason > Show Alternate Codes > Alternate Codes > Type = IL IEP Code > Description = GRAD Student > Meeting Record > Reasons Maintenance > Manage Code Tables > Meeting Reason > Alternate Codes > Type = IL IEP Code > Description = OTHER Student > Meeting Record > Reasons Drop-down selection This drop-down lists all other Meeting Reasons that are not listed in Fields #11-20. These choices do not have to have Alternate Codes in the Meeting Reason Code Table in order to appear in the drop-down list. Drop-down selection Selecting a Team will automatically populate all staff within that team template. Team templates are managed under Maintenance > Manage Teams. The user may add any Team Member through Manage Teams, or by clicking the Add Meeting Attendee link to the left of the grid. The user may also delete any Team Member through Manage Teams, or by clicking the Delete link to the right of the grid for the selected meeting attendee. The information is stored within the student s meeting record (per attendee). The person will appear on the report regardless if the Invite check box is selected or not. The information is stored within the student s meeting record (per attendee). The person will appear on the report regardless if the Attended check box is 23-25 Other Drop-Down Box Team Drop-Down Box Meeting Attendee Invite Meeting Attendee Attended Explanation of Procedural Safeguards Contact Info: Name, Title, and Telephone selected or not. Three text boxes. These automatically populate with the information contained in the Letterhead types. Maintenance > Manage Letterheads > Staff/Type Enclosure > Type = (see list below): Name Invitation Contact Title Invitation Title Telephone Invitation Phone 26-27 Form Contact Info: Name & Title Two text boxes. These automatically populate with the information contained in the Letterhead types. Maintenance > Manage Letterheads > Staff/Type Enclosure > Type = Report Footer 1: Name Line #1 Title Line #2 17 of 20
REPORT: LOGO/LETTERHEAD/PARENT/CONTACT INFO 28 29 30 31 32 IL: Notification of Conference (Invitation Report Headings The file must be stored on the IEPPLUS application server under Web Files > 28 Logo Images > Client Images > Clientlogo.jpg. The Letterhead selected at the time the form is created or added through Form Information on the student tool bar (originating from Maintenance > Manage Letterheads > Report Header). The Letterhead will default to the user s default 29 Letterhead Letterhead settings, else uses the district default letterhead. If a user does not specify a user default Letterhead in their personal settings, then it will use the district s default Letterhead. School District Contact This field automatically populates based on Maintenance > Manage Letterheads Info 1 (optional field) > Staff Type / Enclosure > Type = Report Header 1. Line #1: Name Line #2: Title 30 Line #3: Phone 31 School District Contact Info 2 (optional field) This field automatically populates based on Maintenance > Manage Letterheads > Staff Type / Enclosure > Type = Report Header 2. Line #1: Name Line #2: Title Line #3: Phone 18 of 20
Parent/Guardian Name and Address Populates with all the student s contacts where the following is true: 1. Student Summary > Basic Information > Guardians/Contacts > Main > Type = Parent/Guardian and 2. Student Summary > Basic Information > Guardians/Contacts > Addresses > Mail > Do not send mail is not selected 32 REPORT: FOOTER SPECIAL ED FILE NUMBER The IL SPED# (Special Ed File Number) is comprised of up to 10 alphanumeric characters. If it is present in the student s identification records, it will print in the footer of the report as illustrated below. The SPED# does not display on the web form. If no SPED# exists for the student, then the label Special Ed File Number will not print. Student > Basic Information > Identification. 19 of 20
RELEASE HISTORY 9/30/2016: Updated Footer to 7/16. Spanish form updated to match check boxes on the English version. 2/2/2016: The Meeting Reasons check boxes have been consolidated down to 11 choices. They have been broken out into 2 separate columns: The 1 st column contains a single check box with a short description and, The 2 nd column contains a longer description of the check box selection. Other minor text was updated to match the State s form. 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. 20 of 20