washington section 504 eligibility review, … forms/wa...wa: 504 notice of action last modified:...

WA: 504 Notice of Action

SunGard K-12 Education Copyright © 2017 of 19 Last Modified: 3/31/2017

Washington

Section 504 Eligibility Review, Accommodation/Intervention Plan

Form Instructions and User Guide

IEPPLUS



TABLE OF CONTENTS

OVERVIEW ....................................................................................................................................................................................... 3

FORM INSTRUCTIONS .................................................................................................................................................................... 3

FORM CREATION ...................................................................................................................................................................................... 3 Step 1 – Select a Student .................................................................................................................................................................. 3 Step 2 – Select Options ..................................................................................................................................................................... 4

SYSTEM OPTIONS ..................................................................................................................................................................................... 5 Finalized Form Option ....................................................................................................................................................................... 5 Copy 504 Plan Option ........................................................................................................................................................................ 5

NAVIGATION/TOOLBAR ............................................................................................................................................................................ 5 CODE TABLE SETUP .................................................................................................................................................................................. 6

Form Summary Page ........................................................................................................................................................................ 7 MEETING INFORMATION ........................................................................................................................................................................... 7 STUDENT PLACEMENT SCREEN EXAMPLE ................................................................................................................................................... 8 STUDENT ACCOMMODATION SELECTION EXAMPLE ...................................................................................................................................... 8 FORM PRINTOUT ...................................................................................................................................................................................... 8

SECTION 504 – ACCOMMODATION PLAN: DATA MAPPING .................................................................................................... 10

SPECIFICATIONS ..................................................................................................................................................................................... 10

TECHNICAL REQUIREMENTS ....................................................................................................................................................... 17

VALIDATION RULES ............................................................................................................................................................................... 17 FORMANSWER KEY ............................................................................................................................................................................... 18

FORM REVISION HISTORY: .......................................................................................................................................................... 18



OVERVIEW

The Section 504 Plan is a written plan that describes the educational and related aids and services that a district determines a disabled student needs to receive FAPE.

Students who meet the definition of a person with a disability under Section 504 are those who:

have a physical or mental impairment which substantially limits one or more major life activities;

have a record of such an impairment; or

are regarded as having such an impairment.

FORM INSTRUCTIONS

FORM CREATION

The form creation process includes the following steps:

Step 1: Select a Student Step 2: Select Options

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. 4) 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. Click on the “Section 504 Accommodation Plan” link.



The “Section 504 Plan” screen displays a listing of forms created for the student. The most recent form will display at the top of the list.

1) To view an existing Section 504 Accommodation Plan, click the appropriate meeting date link. 2) To create a new Section 504 Plan, click the ‘New’ icon.

STEP 2 – SELECT OPTIONS

1) When the ‘New’ button is selected (see screenshot above), the Form Wizard displays. This wizard is an automatic template that helps the user to easily setup the form (see screenshot below). There are multiple areas to choose from:

2) Create a new meeting, or 3) Use an existing meeting.

A. Create a new meeting: Select the 1st radio button to use the date calendar or type in a date for the new meeting. Next, select a ‘Type’ for the new meeting in the drop-down box. Information: Only types with an Alternate Code Type = ‘WA 504 Code’ and Description = 504 will display in the drop down.

B. Use an existing meeting: Select the 2nd radio button to select an existing meeting from the drop-down box.



4) Select Notice of Action Form to attach to this 504 Accommodation Plan This action will display a to link a 504 Invitation letter on the form summary screen.

5) Option: Ability to copy data from a prior Section 504 Accommodation Plan and on to the new

form based on district system default setting. (See System Options) Note: The copy ability is available only during form creation.

6) Click the “Create Form” link.

SYSTEM OPTIONS

FINALIZED FORM OPTION Do not create a new Section 504 Plan with a prior Unfinalized plan available when System Option, Form, New Form Option to prevent is turned on.

COPY 504 PLAN OPTION Ability to copy a prior Section 504 answers on to a new Section 504 form when this System Option, Form, Copy 504 Accommodation Plan is enabled and the user links the prior form to the new form. Note: This option will only copy records during the form creation process.

NAVIGATION/TOOLBAR

Once the form has been created, it will display a toolbar on the left side of the screen, divided into the following areas:

1. Sections: This displays the only section of the form (“Main”).

2. Maintenance:

These options will maintain Form Information, Refresh, and Delete.

- Form Information – provides the ability to change the Form Name, Letterhead, Meeting, and Current Placements



- Form History – displays when the form was created, modified, amended and whether this form was created based on a copy of another Section 504 Accommodation Plan.

- Refresh and Delete functionality is available depending on user security.

3. Validation: These options will change the status (Ready for Review, Lock, and Finalize).

4. File Attachments:

Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment.

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 parents or guardians.

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. 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.

CODE TABLE SETUP

1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (ex: “Meeting Reason”).

The 504 forms require alternate code type = ‘WA 504 Code’ to display in the drop down. Please see the specific codes under Form Mapping Section.

3. To add a code, choose the ‘New’ icon from the top menu.



4. Enter the Description in the yellow box, then click on the ‘Update’ link, and then click the ‘Save’ icon from the top menu.

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.

Once the record is open, click the appropriate link to add a new Alternate Code or Edit an existing one. Clicking the ‘Delete’ icon will remove an existing Alternate Code. When finished with the changes, click the ‘Save’ icon.

SECTION 504 – DATA ELEMENTS

FORM SUMMARY PAGE The Main page will display the specific form and will include general information about the student such as the special education dates, current grade, building, etc. Please see the Mapping Document Section for this form.

Student Toolbar:

MEETING INFORMATION

The student’s Meeting Record stores the Meeting Date, Time, Type, Location, Reason, Results, Extensions, Notes

and Meeting attendees. It also includes the ability to select a ‘Team’ of people with a single selection from a drop

down. Data entered on a form with regard to meeting information will be saved/or pulled from this record.



Student Meeting Summary Screen Example:

STUDENT PLACEMENT SCREEN EXAMPLE

The placement record will be created upon Section 504 plan creation for the date range of the plan. If a student also has an IEP with the placement record, this record will not be touched by this process.

STUDENT ACCOMMODATION SELECTION EXAMPLE

The accommodation statements are hard-coded on this form and also saved in the student’s statement record.

This provides the ability to run a statement report as needed.

FORM PRINTOUT



All form reports are printed from the Form Toolbar, Print Preview.



SECTION 504 – ACCOMMODATION PLAN: DATA MAPPING

This section provides information for all fields on the form and where data is stored. 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 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. Then 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).

SPECIFICATIONS

Special Services Department

19307 E. Cataldo Spokane Valley, WA 99016 (509) 228-5500 FAX (509) 228-5509

Student: ________________________ Student Identification #_______ Date of Birth: __________ School: _______________________________ Grade: _______________________________

Parent/Guardian: __________________________________________________________________

Contact Name:_____________________________ Contact Phone:_________________________ Original 504 Initiation Date and Building: ________________________________________________ Student Study Team Meeting Date: _____________ Annual Review Date: _____________________ The student has a physical or mental impairment. _____yes _____no The student’s impairment substantially limits a major life activity. _____yes _____no The student is in need of accommodations under Section 504 of The Rehabilitation Act of 1973. _____yes _____no

The impairment substantially limits one of the following major life activities: _____caring for one’s self _____breathing _____performing manual tasks _____learning _____walking _____working _____eating _____sleeping _____seeing _____the ability to control one’s behavior _____hearing _____concentrating _____communicating _____thinking _____bowel function _____bladder function _____digestive function _____writing

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Section 504

Accommodation Plan

CONFIDENTIAL

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_____reading _____other:____________________________________

Diagnosed Impairment:___________________________________________________________

This disability is projected to be _____Short-term (six months or less) or _____Long-term. Educational Impact: ______________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Placement: ____________________________________________________________________ Health Care Plan Attached Text Box Behavior Plan Attached Text Box Accommodations needed for this student to participate and benefit from their educational experience: Physical Arrangement of Room: __provide a quiet work space __preferential seating; where: ________________________________________________________________ __standing near the student when giving directions or presenting lessons __avoid distracting stimuli (air conditioner, high traffic area, etc.) __increase the distance between the desks

Other:___________________________________________________________________________________ Lesson Presentation: __pairing students to check work __highlight key points/underline key words __write key point on the board __provide written outline __have child review key points orally __pre-teach vocabulary __provide visual aids __repeat instructions __provide peer note taker __make sure directions are understood __break longer presentations into shorter sessions __have student repeat directions to insure understanding

__Other:________________________________________________________________________________ Assignments/Worksheets: __provide word banks to reduce spelling errors __allow for oral report instead of written __give extra time to complete tasks/specific due dates __reduce homework assignments __simplify complex directions __don’t grade handwriting __hand worksheets out one at a time __copy from paper not board __require fewer correct responses to achieve grade __avoid crowded worksheets __allow student to voice record assignments/homework __waive certain assignments/less production __shorten assignments: break work into smaller segments __provide written lecture notes __allow typewritten assignments __provide written daily schedule __avoid long test sessions __provide a focus frame __provide larger typed text __provide framed outlines __allow use of headphones to block out noise/distractions __provide sentence/paragraph starters __break longer assignments into segments with frequent __provide checklist of steps for assignment progress checks /specific due dates completion

__Other:_________________________________________________________________________________

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Assistance with organizational skills: __provide peer assistance __assign volunteer homework buddy __send daily progress reports home __check and initial assignment planner daily __send weekly progress reports home __provide frequent binder/desk/locker checks __provide student with homework assignment notebook __provide graphic organizers (visual organizers) __provide incentive system for assignment completion __Other:_________________________________________________________________________________ Test Taking: (State/District Test Accommodations (Use current list). Only include accommodations the student receives on a routine basis.) __review/simplify directions __allow extra time __allow open book exams __read test question to student __give exam orally __use more objective items (fewer essay) __give take home tests __give frequent short quizzes __allow student to give test answers on voice recorder __allow small group testing __allow student to take test in alternative setting __record test instructions for students to listen to instead of read __provide study guides that specify exactly what will be tested __allow student to mark on test booklet with adult transferring to bubble sheet

__Other:_________________________________________________________________________________

Behaviors: __review classroom expectations frequently __increase the immediacy of positive __praise specific behaviors frequently reinforcement __provide calm down area __ignore inappropriate behaviors not __allow for short breaks for movement drastically outside classroom limits __use nonverbal cues to stay on task __allow additional student passing time __provide incentive system to reinforce positive behavior __prompt prior to transitions

__Other:_________________________________________________________________________________ Materials/Technology: Access to: __audio textbook/novels __manipulatives __calculator __word processor __compact disc player __electronic speller __NCR notepaper for student notetaking __interpreter __Braille materials __thumb drive __noise blocking headphones __headphones __assistive technology:_______________________________

__Other__________________________________________________________________________________ Health: __medication at school __medication at home __allow to use restroom as needed __allow unrestricted water drinking __no contact sports/activities __activity restrictions: _______________________ __allow rest as needed __allow hand sanitizer at desk __provide advance warning for loud noises (fire drills, lockdown, etc.) __provide access to textbooks to be kept in the classrooms __provide access to the elevator __assign a peer to escort to the office as needed __change of clothing kept _______________________

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__allow to eat snack as needed __Other________________________________________________________________________________ Special Considerations: __monitor student closely on field trips __in-service staff about student’s disability __transportation (504 transportation form)

__Other________________________________________________________________________________

Make copies for all staff who work with this student.

Parent Rights: _____given to parent _____mailed to parent ___emailed to parent Building Administrator notified of plan: _______yes Date: _______ Team Participants _____________________ _Parent __________ ______________________ _____________________ _____________________ _504 Building Contact__ ______________________ _____________________ _____________________ _General Ed. Teacher__ ______________________ _____________________ _____________________ ____________________ ______________________ _____________________

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Form Mapping

Subsequent Page Header: Student Name: ________________________ Student ID: ___ Date of Birth:_________ 1 Client Logo, if it exists 2 District Name and address Maintenance, Manage Letterhead and/or User Default

Letterhead 3 Student’s Name Student, Basic Information, Demographics, Name

First, Middle, Last names & Qualifier (ex: John H. Jones Jr.) 4 Identification IEPPLUS Student ID number 5 Date of Birth Student, Demographic, Date of Birth field 6 School Enrollment Location as of the date of letter (form start

date) 7 Grade Enrollment Grade as of Form Meeting Date (form start

date) 8 Parent/Guardian Salutation, Address Info Displays all contacts with a Contact Type of

Parent/Guardian or Surrogate Parent - First Name, Last Name, Qualifier - Comma separated is fine

9a Building Contact Name Fill field from Letterhead - Staff Type/Enclosure = Section 504 Contact, Line 1 - Lines 1-6 Data separated by commas when brought into the form - Form Answers Maintenance, Manage Letterheads, Staff Type/Enclosure Type = Section 504 Contact Name (Line 1)

9b Contact Phone Fill field from Letterhead

- Staff Type/Enclosure = Section 504 Contact, Line 2 - Lines 1-6 Data separated by commas when brought into the form - FormAnswers Maintenance, Manage Letterheads, Staff Type/Enclosure Type = Section 504 Contact Name (Line 2)

10 Original 504 Initiation Date & Building Text Box: Form Answer 11 Student Study Team Meeting Date Form, Meeting Date

- Red message if no meeting date selected during form creation.

- Upon finalization of the 504 Accommodation Plan,

create or update an Important Date record with the alternate code type of Section 504 = ‘504CompletionDate’, using the meeting date as the date saved

- Upon finalization, finalize this important date - Unlocking Unfinalized this date



Form Mapping

12 Annual Review Date Project this date, 364 days from the Study Team Meeting date.

- Save to Form Answer, allow user to change the date - Upon finalization, create or update an Important

Date record with alternate code type of ‘WA 504 Code ‘and description = ‘504AnnualReviewDate’

- Unlocking a finalized form, unfinalizes this date also - DO NOT project AR Date if form is Amendment.

Existing date should display 13a-c 504 Indicators Three (3) Yes/No questions

- Last question (Needs 504) is disabled unless the first two are answered Yes. (Impairment & Limits)

- Third question: ‘Need of Accommodations under Section 504’ marked as ‘Yes’ creates a Disability with Alternate Code Type = WA 504 Code

- Start Date autofills with the form meeting Date and the end date is blank

14 504 Impairment Limits

Check boxes - Disable this section unless 12c = Yes - Instructions for handling disability Text

- Display Disability, Determinations code table,

Alternate Code Type = WA 504 Code - Display in alpha order - Item selected saves to student’s Section 504

Disability, Determination tab - Text box = “Other” =save in the Determination tab

after Other: 15 Diagnosed Impairment - Form answer 16 Term Check Boxes (2)

- Short-term or Long-term - Enable on 1 check box at a time

17 Educational Impact Text Box 18 Placement Management Ability to Manage Placement like the IEP

- Placement Name = Section 504 Accommodation Plan, Alternate Code type = WA 504 Code

Do not Print on the 504 Plan 19 Health Care Plan Check Box & Text Box (multi-line)

- Health Plan 20 Behavior Plan Check Box & Text Box (multi-line)

- Behavior Plan 21 Parent Rights Check Boxes (3)

- Given to Parent, Mailed to Parent, Emailed to Parent 22 Building Administrator Notified Check Box (1)



Form Mapping

23 Team Participants Form, Meeting Attendees -Ability to select a Team

- Display Signature line, Meeting Attendees and

Positions

- Default Team Members on form creation: 504 Building Contact, Parent/Guardian, Student, General Education teacher, Building Administrator, School Nurse

-Add 4 blank lines to the report for extra staff signatures Accommodations Print only those checked

NOTE: Due to the suppression of blanks, student accommodations may not display in the same column as the webform.

24 Physical Room Arrangement Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Physical Room Arrangement

- Ability to Edit Statement on the form (ie Where ____ & Other:___________)

25 Lesson Presentation Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Lesson Presentation


26 Assignments/Worksheets Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Assignments/Worksheets


27 Organizational Skills Data displays on the form from active statements: Goalbook, Type = Statement, Category =


28 Test Taking Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Test Taking


29 Behaviors Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Behaviors




Form Mapping

30 Materials/Technology Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = Materials/Technology


31 Health Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Health


32 Special Considerations Data displays on the form from active statements: Goalbook, Type = Statement, Category = Section504Accommodation, Subcategory = 504 Special Considerations


33 Copies Letterhead, Enclosure Type = Section 504 Plan - Displays up to 6 lines of text entered in this field - Currently setup as ‘Make copies for all staff who

work with student”

TECHNICAL REQUIREMENTS

VALIDATION RULES

Missing Student School Missing Student Grade Missing Original 504 Initiation Date and Building Impairment Determination: All Y/N’s must be answered Diagnosed Impairment: Must not be blank Educational Impact: Must not be blank Parent Rights: At least 1 must be checked Building Administrator: Yes and Date should be marked (Warning) Accommodations: At least one statement must exist Accommodations: Other is indicated but text is missing



FORMANSWER KEY

WA – Section 504 Accommodation Plan

Q&A’s FORM ID#___147____ Field QU_Area QU_Section QU_Subsection FAW_Or

der FAW_State FAW_Notes

9a, b WA_504AccommodationPlan Main 504ContactName, 504ContactPhone

Text Text

10 WA_504AccommodationPlan Main Original504InitiationDate

Date

12 WA_504AccommodationPlan Main AnnualReviewDate X

13a WA_504AccommodationPlan Main Impairment Y/N

13b WA_504AccommodationPlan Main LimitsMajorLife Y/N

13c WA_504AccommodationPlan Main NeedsAccommodationPlan

Y/N

15 WA_504AccommodationPlan Main Diagnosed Impairment

Text

16 WA_504AccommodationPlan Main Term X Short-Term X Long-Term

17 WA_504AccommodationPlan Main EducationalImpact Text

19 WA_504AccommodationPlan Main HealthCareAttachedPlan

Checkbox textbox

20 WA_504AccommodationPlan Main BehaviorAttachedPlan

Checkbox textbox

21 WA_504AccommodationPlan Main ParentRightsgiven X Given

21 WA_504AccommodationPlan Main ParentRightsmailed X Mailed

21 WA_504AccommodationPlan Main ParentRightsemailed

X Emailed

22 WA_504AccommodationPlan Main BuildingAdmin Y Date

FORM REVISION HISTORY:

03/31/17:

New System Option to enable the ability district to copy a 504 plans form answers from one form to another.

Ability to link a prior Section 504 Accommodation Plan to a new Plan and if this option is enabled, it will copy data to the new form for user modification.



02/24/16: Meeting participant positions created during form creation now match the Prior Written Notice. Removed the Referral creation/selection from the Form Wizard. Original 504 Initiation Date is now a form answer instead of a Referral record. Relabeled Assessment button to ‘Add District Assessment Information’

02/19/15: Mapping document created for 504 Accommodation Plan.

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