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IEPPLUS: MO – 504 Notice of Action
© 1990 - 2016 SunGard Public Sector Inc. All Rights Reserved. Page 1 of 12 Last Modified: 3/7/2016
Missouri 504 Notice of Action
Instructions and User Guide
© 1990 - 2016 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. 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.
IEPPLUS: MO – 504 Notice of Action
© 1990 - 2016 SunGard Public Sector Inc. All Rights Reserved. Page 2 of 12 Last Modified: 3/7/2016
TABLE OF CONTENTS
OVERVIEW ......................................................................................................................................................................................... 3
FORM INSTRUCTIONS ........................................................................................................................................................................ 3
FORM CREATION ........................................................................................................................................................................................ 3 FORM NAVIGATION/TOOL BAR ..................................................................................................................................................................... 4
FIELD MAPPING .............................................................................................................................................................................. 6
MAIN ....................................................................................................................................................................................................... 6
VALIDATION ...................................................................................................................................................................................... 9
SECURITY ........................................................................................................................................................................................... 9
CODE TABLE SETUP .......................................................................................................................................................................... 11
REVISION HISTORY ...................................................................................................................................................................... 12
IEPPLUS: MO – 504 Notice of Action
© 1990 - 2016 SunGard Public Sector Inc. All Rights Reserved. Page 3 of 12 Last Modified: 3/7/2016
OVERVIEW
A 504 Notice of Action form is used to provide prior written notice to a student’s parent or guardian regarding the district’s actions relating to a 504 plan evaluation, eligibility, services or educational placement. The form includes the basis for the actions, the factors relevant to the actions, as well as a signature section for obtaining parental consent.
FORM INSTRUCTIONS
FORM CREATION
The form creation process is as follows:
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.
STEP 2: SELECT/CREATE A FORM
1. Once a student has been selected, the student’s Name, ID, Birth date and Age will display. The Forms that can be created for a student will be listed in the student navigation panel located on the left side of the screen. The section with the 504 forms is illustrated in the screenshot below.
2. Click on the 504 Notice of Action link.
3. Clicking on this link will open the 504 Notice of Action Summary screen, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing form, click on the applicable form/date link. To create a new 504 Notice of Action, click on the ‘New’ icon.
IEPPLUS: MO – 504 Notice of Action
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4. After clicking on the NEW icon, a screen similar to the above will display. Select a Letterhead from the drop down list. The Letterhead determines the district info (name, address, etc.). This defaults to the Letterhead selected in System/User options, however, the user may select a different Letterhead if desired.
5. If using an existing 504 meeting, select the meeting from the drop down list. If creating a new 504 meeting, click the ‘Create a Meeting’ radio button, enter the meeting date in mm/dd/yyyy format, or click the calendar button to select a date. If no meeting is needed, select the ‘Do Not Select a Meeting’ radio button.
6. Select a form to attach, i.e. 504 Accommodation Plan, Review of Existing Data, Evaluation Report, from the drop down list. When finished, click the “Create Form” link.
Please note – The Letterhead field is not required when creating the form. The user may select a Letterhead after creating the form. See “Maintenance > Form Information” in the next section for additional details.
FORM NAVIGATION/TOOL BAR
Once the 504 Notice of Action form has been created, it will display the Main section. A toolbar will display on the left side of the screen, divided into the following 5 areas:
IEPPLUS: MO – 504 Notice of Action
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1. Sections There is a separate link for both sections of the form. Click on either link to move to that section.
2. Maintenance These options will maintain Form Information (Form Name, Form Date Range, Letterhead, and Meeting), and Delete (delete the form).
3. Validation
These option are here to help the user validate/verify that the information on the form is accurate, and also to see if there is any mandatory items missing from it. The options are Ready for Review (means that the form is ready for a user to review the form for validity, or to lock, or to finalize), Lock (lock the form so that only those with proper permissions can unlock & edit it), and Finalize (allows the user to Finalize the form in its current state of completion).
4. File Attachments Click the plus icon (+) to add an attachment to the existing form. Conversely, click the minus icon to delete an attachment from the existing form.
5. Archives 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(s)/guardian(s).
The following options will display at the top and bottom of the form (see screenshot below).
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 Reader (or whichever PDF viewer is installed on the system). Mouse over the bottom of the form preview to see the toolbar 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.
IEPPLUS: MO – 504 Notice of Action
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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 is a description of any necessary Alternate Codes, if required. To add, edit, or lookup a code, navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop down list. 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
1
2
3 4
5a-b
6
7
8
9
10
11
IEPPLUS: MO – 504 Notice of Action
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IEPPLUS Data Mapping MO: 504 Notice of Action
Field IEPPLUS Data Fields Description Header Record The print out will include the Date Notice Provided
(mm/dd/yyyy), and the Student’s Name as the header of every page except the 1st page.
Logo & Letterhead Maintenance, Manage Letterhead, System or User Default. Selection also available in Form Information.
Logo stored on the web server: Webfiles > Images > Client Images > clientlogo.jpg
1 Date Notice Provided Auto-fill with Today’s Date. User can modify date. Format = 08/22/2010
2 Student Name Student’s Name (First, Middle, Last, Qualifier) 3 Method of Provision 2 check boxes (user can only select 1):
Personally Presented Mailed
4 Parent/Guardian Basic Information, Contact, Type = Parent / Guardian, or Surrogate Parent First Name, Middle, Last, Qualifier (Henry Indy Jones, Jr.) Each contact name is separated by commas on the web
form. If multiple people indicate ‘Mail’, the report will generate
separate letters for each person. 5a Action(s) Proposed/Refused 2 check boxes (user can only select 1):
Proposed Refused by our district
5b Description of the Action(s) Proposed/Refused
7 check boxes Selecting the ‘Other’ check box will activate the text box to enter single line text (Add Initial services checkbox-it is crossed out in sample)
6 Explanation of Action 1 text box
12
13
IEPPLUS: MO – 504 Notice of Action
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7 Basis for Action 11 check boxes: Parents Reports Teacher Reports State or District Wide Assessment Evaluation Report Dated
o Auto-fill with attached 504 Evaluation Report Date (if attached)
504 Plan o Auto-fill with attached 504 Plan Date (if attached)
District Data (i.e. attendance, discipline) General Education Interventions Student Records Summary of Existing Data Outside Agency Report Dated
o Other
o Selecting the ‘Other’ check box will activate the text box to enter single line text.
8 Other Factors Relevant to Action(s) 1 text box 9 Procedural Safeguards Statement and
contact info Manage Code Tables, Letterhead Enclosure = ‘504 Procedure Safeguards Contact’ Maintenance, Letterhead, Staff/Enclosures, Type = 504
Procedure Safeguards Contact (Lines 1-6). For Example: o Line 1 – Name o Line 2 – Address o Line 3 – City State Zip o Line 4 - Phone
The information presents on the web form as part of the sentence “ you may contact the office of Section 504 Coordinator of (Letterhead, Report Header line 1, for example) Columbia Schools, Name, Address, City, State, Zip, Phone.. followed by “ for assistance.”
Text is not editable on the form. Report: If blank, draw line.
10 Procedural Safeguards Statement – Attached to this notice
1 check box
11 Form Contact Info Maintenance, Letterhead, Staff/Enclosures, Type = Report Footer (Lines 1-3 – Name, Title, Phone Number) Textbox (enable users to type name if not auto-filled or
overwrite auto-filled text). 12 Parental Consent 3 check boxes (This is linked to the checkboxes in 5b- user
cannot edit here) Initial Evaluation with assessment or without assessment Initial services Reevaluation *(with assessment) Signature line for signature of parent or guardian.
13 Date Received by Public Agency Space to enter a date indicating when the signed consent form is received back from the parent.
Footer Record ‘Rev. April 15, 2009’ & the page number This footer is printed on all pages of the report.
IEPPLUS: MO – 504 Notice of Action
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VALIDATION
Validation rules can assist the district by identifying whether the form has been completed prior to Finalization or Printing. The following rules are available for this form can be found in Maintenance, Manage Compliance Collection, 504 Evaluation Report Validation.
Error Message Error Desc Warning / Error
Rule #
Missing Method of Provision Missing Method of Provision: Check Personally Presented or Mailed.
Error 10057
Missing Proposed or Refused Action
Missing Proposed or Refused action check box indication.
Error 10057
Missing description of Action Missing description of Action check box indication.
Error 10057
Missing Explanation of Action reason
Missing Explanation of Action text. Error 10051
Missing Basis for Action information.
Missing Basis for Action information. Error 10051
Missing Other Factors text. Missing Other Factors text. Error 10051
Missing Procedural Safeguard contact.
Missing Procedural Safeguard contact. Warning 10051
Missing Procedural Safeguard help contact.
Missing Procedural Safeguard help contact. Warning 10051
SECURITY
To view or maintain security permissions for an existing user or group, navigate as follows: Security > Manage User (or Manage Groups). Select the user or group and click on the Permissions tab. Scroll down to the ‘Evaluation Report’ section.
Permissions for this form are defined in the table below.
Permission Checked On Not Checked On
View
Links providing access to existing forms (or archives) active. User will have the ability to access existing forms (or archives) but cannot change any data.
Links providing access to the form inactive. User will not have the ability to view the form.
IEPPLUS: MO – 504 Notice of Action
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Permission Checked On Not Checked On
Add User will have the ability to create new forms. Add permissions can be set for the entire IEP or just LRE section (Add placement function).
Entire IEP - User will not have the ability to create new forms. LRE Section – User will not have the ability to Add Placement.
Edit User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire IEP.
Entire IEP - User will not have the ability to change any field in an existing form. All fields read only. Section – User will not have the ability to edit the section (all fields within section read only).
Delete User will have active ‘Delete’ link in the form tool bar providing the ability to delete a form.
Delete link in form tool bar inactive. User will not have the ability to delete a form.
Lock User will have active ‘Lock’ link in the form tool bar providing the ability to lock a form.
Lock link in the form tool bar inactive. User will not have the ability to lock a form.
Unlock User will have active ‘Unlock’ link in the form tool bar providing the ability to lock a form.
Unlock link in the form tool bar inactive. User will not have the ability to unlock a form.
Finalize User will have active ‘Finalize’ link in the form tool bar providing the ability to finalize and create an archive copy of a form.
‘Finalize’ link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a form.
Revise User will have active ‘Revise’ link providing the ability to unlock and amend a form.
No revise link available.
Refresh User will have active ‘Refresh’ link in the form tool bar providing the ability to refresh/update a form with all the latest information.
‘Refresh’ link in form tool bar inactive. User will not have the ability to refresh a form.
Reset Dates User will have active ‘Reset Date’ links in the Form Information section accessible through the form tool bar.
‘Reset Date’ links in Form Information inactive.
IEPPLUS: MO – 504 Notice of Action
© 1990 - 2016 SunGard Public Sector Inc. All Rights Reserved. Page 11 of 12 Last Modified: 3/7/2016
CODE TABLE SETUP
1. Navigate to Maintenance > Manage Code Tables.
2. Select the name of the table from the drop down list (“Meeting Reason”).
3. To add a code: choose ‘New’ from the top menu.
4. Enter the Code in the yellow box, and then click on Update and Save the record.
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.
IEPPLUS: MO – 504 Notice of Action
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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 the Save icon.
REVISION HISTORY
02/08/2016:
Added Form validation rules to document. 01/21/2016:
Initial document creation.