Texas ARD Notification of Conference (Invitation … Forms/TX ARD Notice.pdfTX: Notification of Conference (Invitation Letter) © 1990 – 2016 SunGard K-12. All Rights Reserved

TX: Notification of Conference (Invitation Letter)

© 1990 – 2016 SunGard K-12. All Rights Reserved. Page 1 of 20

Last Modified 06/08/2016

Texas ARD Notification of Conference (Invitation Letter)

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.




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 Meeting / Action(s) Proposed & Reasons Actions Proposed ................................................................ 5 5. Options Considered / Rejected ..................................................................................................................................... 5 6. Attendees ............................................................................................................................................................................. 5 7. Transition Services ......................................................................................................................................................... 8 8. Understanding Document/ Procedural Safeguards Contact ................................................................................... 8 9. Additional Contact Information ................................................................................................................................... 8 10. ATTEMPTS TO CONTACT ................................................................................................................................................ 8 11. LETTERHEAD FOR MEETING ACCEPTANCE ................................................................................................................. 9

PRINTING THE REPORT ................................................................................................................................................................... 9 MAINTENANCE OPTIONS ................................................................................................................................................................ 10

SECTION II: DATA MAPPING ................................................................................................................................................. 13

FORM: MAIN .................................................................................................................................................................................. 13

RELEASE HISTORY .................................................................................................................................................................... 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.




Click New to create this form

There are two options when creating this form: Option 1: Create a new meeting while generating the Invitation letter. Option 2: 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.




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 MEETING / ACTION(S) PROPOSED & REASONS ACTIONS PROPOSED The user can select the purpose of the letter in the Meeting Reason drop down which will create a meeting reason in the student’s Meeting Record (see 2b). In addition additional Purpose of Meeting / Action(s) Proposed and Reasons Actions Proposed / Function of ARD are also available for selection; checks () will be displayed on the reports.

5. OPTIONS CONSIDERED / REJECTED The user can select the Options Considered and/or Why Rejected by clicking in the check boxes; checks () will be displayed on the report.

6. 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 Manage Meeting Attendees link.




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.

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. Notes – contains the ‘Print To’ section and the Notes.

d. Attendees – contains the invited attendees to the meeting.

Once finished entering all the relevant information required for the meeting, click on the Save button at the bottom of these pages (it does not matter which of these sections you press the ‘Save’ button in – it will save all the entries made into these individual sections). Additionally, it will also take you back into the main screen (the “Parent/Guardian Notification of Conference” screen).




TEAM GRID

A. To access the meeting attendees through the team grid, click on the ‘Add’ 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 the positions for the meeting attendees.

7. TRANSITION SERVICES

Check boxes and text boxes are available to indicate the following evaluation records, procedures, tests or reports were used as the basis for the meeting as well as other factors.

8. UNDERSTANDING DOCUMENT/ PROCEDURAL SAFEGUARDS CONTACT

The fields is pulled from the 9. ADDITIONAL CONTACT INFORMATION

Text box is available for additional information.

10. ATTEMPTS TO CONTACT This section provides three check boxes, date, Method and Initials to record three different attempts to contact the parent/guardian and/or surrogate parent. In addition there is a text box to record the results of these attempts. An additional ‘Other’ text box is also available.




11. LETTERHEAD FOR MEETING ACCEPTANCE Select from the drop down the Letterhead you wish the return document to be sent to.

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




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:

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.







SECTION II: DATA MAPPING

FORM: MAIN

1

2

3

4

5

9

10

8 A - D

7

6




11

12

13




24




15

18

17

16




Prints as part of the report only.

19





1 Letterhead

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 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.

2 Date Sent Automatically populates with today’s date when creating the form. User can edit the field by typing a date in MM/DD/YYYY format.

3 Adult Student, Parent Invite

Check box - This check box generates an invitation letter to the parent.

4 Student Invite Check Box

- This check box generates an invitation letter to the student.

5

To: Basic Information > Contacts, Type = Parent/Guardian, or Surrogate Parent where address is set to Mail. 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.

- Address, City, State and Zip 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

6 RE: Student Name (First Middle Last, Qualifier)




7 School Student, Placement, Location as of the day of the meeting on the form.

8 A-D Meeting Information

Student > Meeting - Date - Time - Location - Room

10 Purpose Check boxes and a text box to indicate:

- Purpose of Meeting/Action(s) Proposed (11) - Reasons Actions Proposed / Function of ARD (9)

11 Options Check boxes and a text box to indicate:

- Options Considered (5) - Why Rejected (7)

12 Attendees: Team

Optional: Drop down to select a Team of people - 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.

13 Manage Meeting Attendees

Meeting, Attendees - Select a staff member or manually enter a freeform name. The position will

autofill if it is assigned in the staff table. If not, select the correct position. - The form will then check off the appropriate title of the person selected.

14 Transition

Check boxes (5) indicating the reports used as the basis for the proposed ARD Meeting.

- Text Box is also available to identify additional information. - Text Box to address other factors relevant, if applicable.

15 Assistance

Contact Information for assistance - The building set in Options, Set System Options, Organization field will display

here. The phone number comes from Maintenance, Manage Organizations, Communications, Business Phone.

OR - Maintenance, Manage Organizations, type = Other Agency and

Communications = Business Phone.

16 Additional Contact

Text box

17 Documentation of Contact Attempts

Check box to indicate up to three (3) contact/attempts. Each attempt records the following information:

- Date of contact attempt (mm/dd/yyyy) - By / Method (Text Box) - Initials (Text Box)




18 Return Sheet Letterhead

Drop down to select letterhead for printed report that parent/guardian returns to the school district acknowledging the upcoming meeting.

- Letterheads are maintained in Maintenance, Manage Letterhead, Report Header

RELEASE HISTORY

06/08/2016: Created documentation

Documents

Texas ARD Notification of Conference (Invitation … Forms/TX ARD Notice.pdfTX: Notification of Conference (Invitation Letter) © 1990 – 2016 SunGard K-12. All Rights Reserved