Delaware Parent/Guardian Notification of Conference ... · The Invitation letter is used to invite...

DE: Parent/Guardian Notificiation of Conference – Invitation Letter

SunGard K-12 Education Copyright © 2016 of 13 Last Modified: 2/3/2016

Delaware Parent/Guardian Notification of Conference

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

Meeting Record Links ............................................................................................ Error! Bookmark not defined. Meeting Record Sections ......................................................................................... Error! Bookmark not defined. a. Main ................................................................................................................ Error! Bookmark not defined. b. Reasons ......................................................................................................... Error! Bookmark not defined. c. Dates ............................................................................................................... Error! Bookmark not defined. d. Results ........................................................................................................... Error! Bookmark not defined. e. Extensions ................................................................................................... Error! Bookmark not defined. f. Notes ............................................................................................................... Error! Bookmark not defined. g. Attendees ..................................................................................................... Error! Bookmark not defined.

Team Grid ....................................................................................................................................................................................... 5 6. Invitation Phone ................................................................................................................... Error! Bookmark not defined. 7. Signature Line ........................................................................................................................................................................................ 6

SPECIAL ED FILE NUMBER ..........................................................................................................ERROR! BOOKMARK NOT DEFINED. PRINTING THE REPORT ................................................................................................................................................................... 7 MAINTENANCE OPTIONS .................................................................................................................................................................. 7

SECTION II: DATA MAPPING ................................................................................................................................................. 10

RELEASE HISTORY .................................................................................................................................................................... 13



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 Delaware 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 can be created or selected during form creation. Within the form staff can enter the date, time, and location of the meeting.

7. 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).

7. 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”

TEAM GRID

A. To access the meeting attendees through the team grid, click on the appropriate ‘Add ‘Position’ button

B. This will bring up the search/selection screen for meeting attendees.



C. Once all the relevant information is entered, the grid will populate with all the information entered for the meeting attendees.

D. From this point, the user can now Add more attendees, Delete, or Edit existing attendees. 6.Parent Questionnaire Select the appropriate check box indicating whether a Parent Questionnaire was enclosed or sent prior.

7. Signature Line

The signature line is taken automatically from Report Footer Signature of the Staff Type/Enclosure of Letterheads. (Home > Maintenance > Manage Letterheads > (an existing letterhead) > Staff Type/Enclosure > Report Footer Signature).

8. Save

After all data has been entered, click the ‘Save’ located at 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

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

2a

3

4 5

6

2b

Letterhead

Report Header 1

18

19

20a

17

7

Report Header 2



20

23

22



Delaware – Invitation to Meeting IEPPLUS Mapping

(Note: Alternate Codes are maintained in Maintenance, Manage Code Tables, tables as indicated below) 1 Letter Attempts Check box to Indicate 2nd or 3rd

Notice - Report: Print Second (or Third) Notice on Top of Form

2a Date: Form Letter Date Date Format: Webform = mm/dd/yyyy, Report = April 01, 2008 - Default today, enable user to modify

2b Parent/Guardian Salutation, Address information - Basic Information, Contact, Type = Parent/Guardian,

Surrogate Parent - Addresses Tab = Mail - Mail Attention Line, if blank use Contact Name fields

REPORT: Fit window envelope REPORT: Auto generate letter to the student Grades 08-12 OR Age 14 at the time of the IEP meeting date.

2c Dear: Basic Information, Contact, Parent / Guardian, and/or Surrogate Parent, type = Mail

Use Attention Line, if blank use Name fields.

3 Student’s Name: Demographics, Name First, Middle, Last names & Qualifier (ie John H. Jones Jr.) (BOLD)

4 Meeting Date Student, Meeting Date

5 Meeting Location Student, Meeting Location

6 Meeting Time Student, Meeting Time

7 Determine Placement Student, Meeting, Meeting Reasons Maintenance, Manage Code Table, Meeting Reasons: - Alternate Code = PLACE

8 Conduct evaluation - Alternate Code = EVAL

9 Annual review NEW: Maintenance, Manage Code Table, Meeting Reasons:

- Alternate Code = AR

10 Conduct transition planning Grade 8 or above - Alternate Code = TP

13 Plan IEP - Alternate Code = IEP

14 FBA - Alternate Code = FBA

15 Behavior - Alternate Code = MD

16 Dismissed from SE - Alternate Code = DECLASS

17 Other Text Box Saves text to the Meeting record, as a Meeting Reason

18 Meeting Participants

Student, Meeting, Attendees Browse to Staff, Freeform and Team Template capable - Display Position Type, Name of other people assigned to the meeting. - First name then last name

Required: Position Type = Assigned Team Member Position: Special Ed Teacher General Ed Teacher Administrator/Designee

- Ability to select Excused: Reason or Attended ‘Via Teleconference’.



19 Sincerely,

Name Title

Sincerely: Blank Line (5)

Sincerely Name: Letterhead, Staff Type Enclosure, Report Footer 1 Sincerely Title: Letterhead, Staff Type Enclosure, Report Footer 1, Line 2 - Ability to attach ‘Report Footer 1’ jpg tied to letterhead. (This jpg will

be stored in IEPplus, Resources, Images.) - Manage Codes, Letterhead Enclosure, Report Footer 1 Signature. - Letterhead, Staff Type/Enclosure,

Add Report Footer 1 with data = NAME.jpg. (Superintendent.jpg)

20a Parent Questionnaire Check Boxes (2)

20 Please Return to: Manage Code Tables, Letterhead Enclosure, Invitation Contact

- Text Box - OR System / User

Letterhead, Invitation Contact, Name = Line 1

21 At: Manage Code Tables, Letterhead

Enclosure, Invitation Location - Text Box, allow user to

modify text pulled from Letterhead

22 Student Name Print Student’s name on the return form

First Name, Middle Name, Last Name, Qualifier

23 Attachments: Manage Letterhead,

Staff/Enclosure, Invitation Letter Attachment = ‘Invitation

Attachment’ Attachments: Parent IEP Input Form Student Input Form

RELEASE HISTORY

02/03/2016:

Created mapping document in new file format. Addition of two bullet points for right to request Modified sentence with regard to ‘have been invited’ Addition of 2 check boxes for Parent Questionnaire

10/29/09: SED revamped entire Invitation Letter and wording. 9/2/2010: Wording changes and ‘Other’ meeting reason changed to textbox Addition of Student Invitation

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