washington invitation letter & mapping document forms/wa...invitation letter to a student who is...

WA – Invitation Letter

SunGard K-12 Education Copyright © 2015 of 15 Last Modified: 5/6/2015

Washington

Invitation Letter & Mapping Document



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. Parent Information ........................................................................................................................................................ 5 3. Meeting Information ...................................................................................................................................................... 5 4. Purpose of Letter ............................................................................................................................................................ 5 5. Attendees ......................................................................................................................................................................... 5

Team Grid ....................................................................................................................................................................................... 5 Print to student age 15 or older: ............................................................................................................................................. 5

6. Notice of Procedural Safeguards Contact ................................................................................................................... 6 7. Unable to Attend Contact .............................................................................................................................................. 6

PRINTING THE REPORT ................................................................................................................................................................... 7 MAINTENANCE OPTIONS .................................................................................................................................................................. 7

SECTION II: DATA MAPPING ................................................................................................................................................. 11

RELEASE HISTORY .................................................................................................................................................................... 15



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 sections should be entered based on the Missouri 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. PARENT INFORMATION

The parent ’s information is extracted from the child’s contact 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). Any meeting reason not linked to a check box will display in the ‘Other’ drop down. You can also type any other type of meeting reason in the text box.

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:

Add meeting Attendees (+) “Team Grid”

TEAM GRID Selection of a specific group of individuals can be added at once by selecting a ‘Team’. (Teams are maintained in Maintenance, Manage Teams.) This will populate the meeting attendee grid with all staff indicated as part of that team. You may delete, add, edit any team members as needed. Invited: Indication of all people ‘Invited’ to the meeting. Method of Attendance: Indicators are also available to indicate the ir ‘Method of Attendance’ or

excusal. (Method of Attendance Reasons is stored in Maintenance, Manage Code Tables, Meeting Attended Type).

PRINT TO STUDENT AGE 15 OR OLDER: Your district has the option to automatically print an individual invitation letter to any student age 15 or older as of the day of the meeting. This is controlled in - System Option, Form Tab: Always prints an invitation letter to a student who is over age 15; regardless of the send mail setting or student invited indicator



A. From this point, the user can now Add more attendees, Delete, or Edit existing attendees.

6. NOTICE OF PROCEDURAL SAFEGUARDS CONTACT The Procedural Safeguards Contact text boxes can be either filled in directly by typing directly into the field or information can be pulled from letterheads. The enclosure field boxes takes data from Procedural Safeguard Contact of the Staff Type/Enclosure of Letterheads. (Home > Maintenance > Manage Letterheads> (an already created letterhead) > Staff Type/Enclosure> Procedure Safeguard Contact).

7. UNABLE TO ATTEND CONTACT The Unable to attend contact can be either filled in directly by typing into the field or information van be pulled from letterhead. The contact field boxes takes data from the District Contact of the Staff Type/Enclosure of Letterheads. (Home>Maintenance>Manage Letterheads> (an already created ledtterhead)>Staff Type/Enclosure> District Contact.)



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

1

2

3

4

5

6

1b

2a



(Prints on report only)

Documentation of Invitation to Meeting:

Date/initials Date/initials Date/initials

7

8

9

10

11



IEPplus – Washington Invitation IEPplus Data Fields Additional Instructions

Logo Ability to print Logo – See Help, Administration, Client Logo for further info

a Letterhead Maintenance, Manage Letterheads– text in the “Letterhead” sections will appear

1 Date Text box to reflect the date of the letter

1b Notice Attempts Check Boxes (3)

2 TO: Parent/Guardian/Surrogate

Student, Contacts = Type = Parent/Guardian and/or Surrogate - To Line will be reported first. If that is blank, it will display the contact

Salutation, First, Last Name and Qualifier.

2a Student’s Name: Basic Information, Demographic, First Middle Last Name, Qualifier

3 Mail: Address Information

Basic Information, Contact, Contact Type = Parent / Guardian, and/or Surrogate Parent

- Name, Address (Lines 1,2,City, State, Zip) - Mail Attention Line, if blank use Contact Name fields

- Addresses Tab = Mail

4 Student Name & DOB: Student ID

Student name, Date of Birth and Identification number from the Demographics section

5 Purpose of Meeting Form, Meeting, Meeting Reason Grid

- Allow multiple reason selections - Check Boxes (10) - Other: Drop down displays all meeting reasons not alternate

codes o Additional Freeform Text box, saved to meeting notes tab.

Meeting Reasons:

IEP Development (Alternate code = IEP) IEP Review (AR) IEP Amendment (AMEND) Secondary Transition Planning (TP)

Manifestation Determination (MD) Transfer Verification (TRANS)

Initiate Evaluation (IR) Initiate Reevaluation (RE) Discuss Special Education Referral (REF) Discuss Initial Evaluation Results (IEResults) Discuss Reevaluation Results (REResults) Consider Extended School Year (ESY) Services (ESY)

Other:

6 Meeting Date & Time Meeting Location Meeting Room

Form, Meeting, Date & Time fields linked to this form. - Meeting Location field

- Meeting Room = Text box

(The title of Room will not print if the field is blank.)



7 Meeting Members Form, Meeting, Meeting Attendee

- Ability to use Team Template - Ability to mark Attended/Excusal Reason

NOTE: Staff indicated with Position like ‘Agency’ must be marked with a *. - Only Staff marked as Invited print on the report.

Student Invited: - Generates a separate letter to the student when the student is marked as

‘Invited’ for any meeting reason and student address is set to receive mail. Student Age 15 or Over: -Generate a separate letter to the student when the student is on or over age 15 AND Form, Meeting, Meeting Reason = Secondary Transition Planning, Alternate Code = TP AND student’s address indicates ‘Mail’.

- Adult Student: If a Release/Waiver of type = ‘Parental Rights Retained’ exists, in the proper time frame, student will not receive mail and does not participate in Educational Decisions.

OR System Option, Form Tab, Invitation Letter Student Option checked ON:

Student Invited: - Generate a separate letter to the student when the student is marked as ‘Invited’ for any meeting reason regardless of the Mail flag setting. Student Age 15 or Over: - Generates a separate letter to the student when the student is on or over age 15 AND Form, Meeting, Meeting Reason = Secondary Transition Planning, Alternate Code = TP, regardless if ‘Mail’ is indicated.

- Adult Student: If a Release/Waiver of type = ‘Parental Rights

Retained’ exists, in the proper time frame, student will not receive mail and does not participate in Educational Decisions.

8 Procedure Safeguards Y/N Check Box - Do not display Item #9 unless ‘No’ is marked

9 Procedure Safeguards Contact Do not display unless Item #8 = ‘No’ Report: Do not print unless Item #9 = ‘No’

- Letterhead, Staff Type Enclosure, Procedure Safeguards Contact, Line 1: Name Line 2: Position Line 3: Phone

10 Meeting Participation Contact Person

Letterhead, Staff Type Enclosure, District Contact - Line 1, Staff Name - Line 2, Title - Line 3, Phone

Ability to select Staff Name from Staff control

- Display Name, Title and Phone

Ability to modify name, title, phone autofilled on the form.

11 District Use ONLY Print ONLY on report

Invitation VALIDATION RULES

Form Field #

Field Error Message (48)

Error Description (1024)

Warning /Error

Exceptions

WA_Invite 4a Student Student is age 14 or older, invite student?

Student is 14 or older and Secondary Transition Planning meeting purpose is not indicated. Is this

W -Consider ESY



correct?

WA_Invite 6 Meeting Missing Purpose, Date, Time and/or Location

Please check the meeting record. The meeting purpose, date, time and/or location is blank.

E

WA_Invite 10 DistrictContact Missing name, title, phone of District contact.

The name of district personnel, title and/or phone is blank.

E

WA_Invite 9 ProcedureSafeguards Procedural

Safeguards Y/N not answered

Please answer if a

copy of the Notice of Procedural Safeguards was attached.

W

RELEASE HISTORY 5/6/15: Addition of System Option = Checkbox for Automatic Printing of Invitation Letter to student age 15 or older.

The student will be generated a separate letter, Marking student as ‘Invited’ will also generate a separate letter regardless of the meeting reason.

12/20/11: Added 1st,, 2nd, 3rd Notice check box on top of form. 2/22/12: Changed screen shots to match new form design

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