Ohio Individualized Education Plan Form Instructions and User Guide IEPPLUS

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1 Ohio Individualized Education Plan Form Instructions and User Guide IEPPLUS 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 SunGard Public Sector Inc. All Rights Reserved. Page 1 of 37

2 TABLE OF CONTENTS OVERVIEW... 4 FORM INSTRUCTIONS... 4 FORM CREATION... 4 Step 1 Select a Student... 4 step 2 Create Form... 5 NAVIGATION/TOOL BAR... 6 FORM COMPLETION... 7 Cover Page... 7 Future Planning... 8 Special Instructional Factors... 8 Profile... 8 Post Secondary Transition... 8 Post Secondary Transition Services... 8 Measurable Annual Goals... 8 Specially Designed Services... 9 Transportation as a Related Service... 9 Nonacademic and Extracurricular activities... 9 General Factors... 9 Least Restrictive Environment... 9 State and Districtwide Testing... 9 Meeting Participants... 9 Signatures Visual Impairments EMIS Summary IEP AMENDMENT REMOVE AMENDMENT Form History Security SETUP AND CONFIGURATION SCREEN CONFIGURATION SYSTEM OPTIONS CODE TABLE SETUP REVISE/AMEND REMOVE AMENDMENT WARNING MESSAGES DATA MAPPING COVER PAGE FUTURE PLANNING SPECIAL INSTRUCTIONAL FACTORS PROFILE POSTSECONDARY TRANSITION POSTSECONDARY TRANSITION SERVICES MEASURABLE ANNUAL GOALS SPECIALLY DESIGNED SERVICES TRANSPORTATION AS A RELATED SERVICE NONACADEMIC AND EXTRCURRICULAR ACTIVITIES GENERAL FACTORS LEAST RESTRICTIVE ENVIRONMENT STATE AND DISTRICT WIDE TESTING MEETING PARTICIPANTS SIGNATURES SunGard Public Sector Inc. All Rights Reserved. Page 2 of 37

3 VISUAL IMPAIRMENTS EMIS SUMMARY REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 3 of 37

4 OVERVIEW An Individualized Education Plan (IEP) is a yearly written plan describing the education to be provided to a student with a disability who is in need of special education services. It will contain a summary of the programs, services, goals and objectives to be provided to the student. This information is documented following an IEP team meeting held with one or both of the student s parents, the student s special and regular education teachers, and a representative from the local education agency. The IEP team may also include the student, if transition services are being planned, or if the parents choose to have the student participate. Before creating an IEP form, it is recommended to first create an Invitation Letter to schedule and invite the student s team to the meeting. FORM INSTRUCTIONS FORM CREATION The IEP/form creation process includes the following steps: Step 1: Select a Student Step 2: Create Form 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 IEP link. The IEP Summary screen will display, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing IEP, click the appropriate link SunGard Public Sector Inc. All Rights Reserved. Page 4 of 37

5 STEP 2 CREATE FORM 1. To create a new IEP, click the New icon illustrated in the above screenshot. 2. Select a Process Method for this IEP (available methods will depend on System Options see separate section for more details). If the district uses a planning cycle with a common review date applicable to all students, then select Annual Method. If the planning cycle is based on a review date applicable to an individual student, then select Anniversary Method * (see below). 3. Enter the IEP Start and End Dates, reflecting the duration of the IEP (e.g., 9/1/12 8/31/13). 4. Select a radio button, indicating whether or not to copy information from a prior IEP to the new IEP. If opting to copy a prior form, select the form from the drop down list. Upon creating the new IEP, IEPPLUS will end date any prior records (e.g., Placements, Services, Courses, etc.) the day prior to the start of the new IEP and if the copy option was selected, create new records with the Start and End Dates of the new IEP. The records copied will depend on record types selected in Options > Set System Options > Forms (see section on System Options for more information). 5. Click Create IEP. *Note: If there is a gap between the End Date of the previous IEP and the Start Date of the next IEP, an extension reason may have to be indicated depending on the district s settings in System Options. For example, if the prior IEP ends 12/31/12 and the next IEP begins on 1/15/13 (i.e., there is a gap between the prior and next IEP that exceeds X number of days), the wizard will prompt the user to enter a reason for the gap (see screenshot below) and will extend the previous plan to 1/14/13. The records would have to be extended manually. The extension SunGard Public Sector Inc. All Rights Reserved. Page 5 of 37

6 reason only applies if the Process Method for the IEP is Anniversary Method ; it will not apply if the Process Method is Annual Method. Refer to the System Options section herein for more information on these settings. If there is an overlap, for example, the previous IEP ends 12/5/13 and the next IEP begins 9/1/13, the IEP creation wizard will display a pop-up box to notify the user that all pertinent records will be cut back (e.g., the End Date will be changed from 12/5/13 to 8/31/13) to account for the overlapping dates. The user is given the option to Create IEP or Cancel; the applicable records and the prior IEP will change to the new End Date, if the user opts to create the form. NAVIGATION/TOOL BAR Once the IEP has been created, it will display the IEP cover page. A tool bar will display on the left side of the screen, divided into the following areas: 1. Sections There is a separate link for each section of the form. Click on any link to move to that section. 2. Maintenance These options will maintain Form Information, such as Form Name, Date Ranges, Letterhead, etc. Form Information also provides the ability to change the form Start/End dates and to reset the dates of services, placements, courses and goals. Refresh and Delete functionality is available depending on user security. 3. Validation These options will change the status (e.g. Locked, Ready for Review, Finalized) or validate the form. The validation option will check to see if all necessary information has been entered and display messages relating to any errors found (see Validation section herein for more information). 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) SunGard Public Sector Inc. All Rights Reserved. Page 6 of 37

7 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. FORM COMPLETION COVER PAGE The cover page includes general information about the student, the meeting and other dates relating to the special education timeline and form status by section. Most of the fields in this section will auto-populate. For more information on these fields or any other areas of the form, please refer to the Data Mapping section of this guide. Complete the cover page as follows. 1. District of Residence This field will populate based on the default Organization in System or User Options. The user can select another Organization from the drop down list. The selection will create/update an Associated Org record (Type = District of Residence) as of the form Start Date. To view or edit this record, return out of the form and navigate to Educational Information, Associated Organizations via the Student Toolbar. 2. District of Service Same as above (Associated Org Type = District of Service). 3. IEP Meeting Date The meeting record is created typically from the Invitation Letter form. Select the Meeting from the drop down list. This field will print based on the meeting selected or linked through Form Information in the Maintenance section of the Form Toolbar. Only meeting records with Meeting Type, Alternate Code (Type = EMIS Code) Description = IIEP, RIEP, TIEP, FIEP, CIEP, AIEP or AMEND) that have NOT been finalized on another IEP form will display in the drop down list. To edit the date or other meeting information, access the meeting record through the Student Tool Bar or through the EMIS Summary section of the IEP. 4. Parent/Guardian Parent/Guardian information will display based on the student s Contacts. To maintain contact information, click Return and select the Contacts link from the Student Toolbar. 5. IEP Timelines This section displays important dates relating to the special education timeline, such as the date of the last Evaluation Team Report (ETR), the Next ETR Due Date, IEP Completion Date and Next IEP Review Date. These dates will auto-populate based on Educational Information; Important Date or Meeting records accessible through the Student Toolbar SunGard Public Sector Inc. All Rights Reserved. Page 7 of 37

8 6. IEP Form Status Checks are made in individual sections upon their completion and will display on the cover page. FUTURE PLANNING This section consists of a text box used to enter statements describing plans for the coming school year or postsecondary transition planning. SPECIAL INSTRUCTIONAL FACTORS This section consists of a series of Yes / No check boxes used to indicate any special considerations, such as visual impairment, communication, language, assistive device or service needs, as well as any behavioral factors that should be evaluated. Yes answers indicate that the issue must be addressed in the IEP (e.g., specially designed instruction, annual goals, etc.). Some special factors will enable additional sections of the IEP (e.g. blind or visually impaired will enable section 15). PROFILE Use the text box in this section to summarize general information about the child, such as background information, test results, strengths and weaknesses, parental concerns, medical history, etc. POST SECONDARY TRANSITION Use the buttons and text boxes in this section to create, edit or select pre-defined statements describing the student s preferences, interests and needs relating to future goals or to support adult life after high school. For each area, click the Add from Goal Book or Add Narrative button, select/edit a goal book statement or type text directly into the text box, and then click the Save icon. POST SECONDARY TRANSITION SERVICES This section will identify the student s goals for post-secondary education, employment and independent living, as well as the course of study, skills or services needed to attain these goals. For each area, click the Add from Goal Book or Add Narrative button to create the student's post-secondary goals. Type a goal in the textbox displayed or select one from a goal book, then click the Save icon. After adding the goal, click the Edit button, enter Courses of Study and click check boxes identifying the Goals addressed. Use the same process to create Objectives, Anticipated Duration and Person/Agency responsible. MEASURABLE ANNUAL GOALS This section consists of statements describing the student s annual goals and objectives (or benchmarks). Click the Add Narrative or Add from Goal Book button to enter text or select a pre-defined statement describing the student s goals. After selecting/editing a Goal Book statement, click the Overview button to return to the IEP. Then click the Edit button to add Present Levels of Performance, Method and Frequency of reporting progress. Start and End Dates will default to the IEP date range but can be modified, if needed. When finished, click the Update button. After adding a goal, additional buttons will display for creating the objectives (or benchmarks) related to SunGard Public Sector Inc. All Rights Reserved. Page 8 of 37

9 that goal. Click the Add Narrative or Add from Goal Book button to create objectives (or benchmarks) similar to what was done for the goals. SPECIALLY DESIGNED SERVICES This section provides the ability to add Specially Designed Instruction, Related Services, Assistive Technology, Accommodations, Modifications, or Support for School Personnel for a student. Click the applicable Add button to enter text or select a pre-defined statement from a Goal Book. After selecting a Goal Book statement, click the Save and Return button to return to the IEP. Then click the Edit button to select Goals Addressed, Provider Title, Location of Services, Duration and Frequency. Start and End Dates will default to the IEP date range but can be modified, if needed. When finished, click the Update button. TRANSPORTATION AS A RELATED SERVICE Use the check boxes in this section to document the student s special transportation needs and services required to address these needs. NONACADEMIC AND EXTRACURRICULAR ACTIVITIES Click the Add Narrative or Add from Goal Book button to enter text or select a pre-defined statement describing the extent to which the student will/will not participate in school activities. After selecting a Goal Book statement, click the Save and Return button to return to the IEP. GENERAL FACTORS This section provides a check list used to ensure the team has considered all relevant factors and areas of concern for this student s IEP, including Extended School Year needs and services. LEAST RESTRICTIVE ENVIRONMENT This section identifies whether special education services are being delivered in the regular education environment. If the student will not participate in the regular education class, click the Add Narrative or Add from Goal Book button to enter text or select a pre-defined statement explaining the reasons why the student cannot participate with nondisabled peers. STATE AND DISTRICTWIDE TESTING Use the check boxes and text boxes in this section to indicate the state and/or district-wide assessments the student will take, whether or not the student will require accommodations to participate, what the accommodations are, and if appropriate, why the student cannot participate in the regular assessment. MEETING PARTICIPANTS Click the Add Meeting Attendee link to indicate the names and positions of the members of the IEP team invited to the meeting. A Search Box will open. Click in the Search Box, enter search and select from the displayed results. Select a Role from the drop down list, and click the Update link to complete this process. To edit or delete a contact, click the appropriate link SunGard Public Sector Inc. All Rights Reserved. Page 9 of 37

10 Update the Attended check box to indicate the individuals that did attend and Method of Attendance to select the reason an individual did not attend the meeting. This information is saved in the Meeting record. SIGNATURES This section provides printed signature lines for the parent/guardian and check boxes to specify Consent, Consent except for Area with line to specify area, or No Consent. It also includes information regarding Transfer of Rights at Age of Majority (section visible only for students over 14 years of age), and areas for recording dates that copies of the Procedural Safeguards Notice and IEP were provided to the parents. VISUAL IMPAIRMENTS Yes answer in Part 2, Special Instructional Factors, Visual Impairment will enable this section. If applicable, use the check boxes in this section to provide additional data regarding needs and services, relating to visual impairment. EMIS SUMMARY The EMIS Summary includes state reporting information, such as disability, services, and placement. Click the Meeting link to update the meeting outcome. The EMIS Summary does not print with the IEP form. To print the EMIS Summary, please select Ohio IEP-EMIS Summary when printing the report. IEP AMENDMENT To revise a finalized IEP form, click the Amendment link illustrated in the screenshot below. This Amendment link only appears for finalized active or future IEPs. If the IEP has already expired, the user will not see the Amendment link SunGard Public Sector Inc. All Rights Reserved. Page 10 of 37

11 NOTE: The link can be relabeled. To do this, navigate to the following: Home > Maintenance > Manage Screen Configuration > FormSummary. From here, the user can edit the Item Name, change the Display Text, or hide it: Clicking the Amendment link will unlock the original form for editing (it does not create a new form). The archive copy will update with an O to denote that it is the original version and does not include the changes. REMOVE AMENDMENT This functionality allows the user (based on security permissions) to remove an Amendment/Revision when the form was inadvertently amended/revised. To remove the Amendment/Revision and return the form to its previous state, click on the Remove Amendment link (Screen #1) from the Form (e.g. IEP) Summary page. Upon clicking on the link, a pop-up screen (Screen #2) will display, alerting the user that any modifications they made to the form must be manually changed back prior to the Remove Amendment process. The Remove Amendment process does not remove any changes that were made after the form was revised. Clicking the OK button will perform the amendment removal process, while clicking the Cancel button will return the user back to the Form Summary Page and the form will remain in the revised state. The Remove Amendment process will perform the following: Re-finalizes the form. Adds additional information in the Form History area of the form (see Form History section below for more details). Changes the archived form (pdf file). Please refer to "item #5 Archives" under the "Navigation/Tool Bar" section of this document for a further description of Archives. o If the form is the Original Archive and the Remove Amendment link (Screen #1) is chosen, then the O icon on the Archive is removed SunGard Public Sector Inc. All Rights Reserved. Page 11 of 37

12 o If the form is the Revised Archive and the Remove Amendment link (Screen #1) is chosen, then the R icon on the Archive is removed. Screen #1 Screen #2 FORM HISTORY Upon removing the revision, two audit records will be inserted into the Maintenance > Form Information > Form History indicating the Remove Amendment process: 1. The first record displays the Amendment Removal process, date, time and user. 2. The second record displays the form returning to the Lock state, date, time and user. SECURITY To grant a group or user permission to the Remove Amendment link, navigate to Security > Manage Groups > Permissions, or Security > Manage Users > Permissions, then check on the Edit checkbox on the Permission > Form > Remove Amendment line item and then click the Save button. The Remove Amendment security option is global to all forms SunGard Public Sector Inc. All Rights Reserved. Page 12 of 37

13 SETUP AND CONFIGURATION SCREEN CONFIGURATION The District has the ability to change the Amendment Removal label. Navigate to Maintenance > Manage Screen Configuration > Form Summary and then click on the Edit button on the Item Name called Remove Amendment. In the Display Text column, rename it as desired, and save the changes. SYSTEM OPTIONS The available options when creating an IEP will depend on the district s settings in Options > Set System Options > Forms. For example, Process Method can be set to default to Annual or Anniversary, or to allow the user to select between the two methods. Copy Options can include any of the record types illustrated in the screenshot below: SunGard Public Sector Inc. All Rights Reserved. Page 13 of 37

14 Other options include the number of prior months to scan for records when no prior IEP exists, and the number of days (gap) allowed between IEPs before an extension reason is required. Extension Reasons must be setup in Maintenance > Manage Code Tables > Extension Reasons. See Code Table Setup below. For further information on these System Options, see Form Creation, Step 2 herein. CODE TABLE SETUP - Navigate to Maintenance > Manage Code Tables. - Select the name of the table from the drop down list (e.g., Extension Reasons ) SunGard Public Sector Inc. All Rights Reserved. Page 14 of 37

15 - To add a code: choose New from the top menu. - Enter the Code in the yellow box, and then click on Update. Remember to Save the record when finished. - 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 Alt Code or Edit an existing one. Clicking delete will remove an existing Alternate Code. When finished with the changes, click the Save icon. REVISE/AMEND REMOVE AMENDMENT WARNING MESSAGES A new option has been added that allows administrators to enable/disable warning messages for the Revise/Amend & Remove Amendment actions. To do this, the administrator would navigate to Options > Set Systemwide Options > Form and then enable/disable either or both of the options. By default, both warning messages are turned on (both checkboxes are unchecked). To enable the Revise/Amend warning message, the administrator should leave the 1 st checkbox unchecked. When this option is enabled, the user will see the following pop-up message when the Revise/Amend link on the Form Summary page is clicked: SunGard Public Sector Inc. All Rights Reserved. Page 15 of 37

16 To enable the Remove Amendment warning message, the administrator should leave the 2 nd checkbox unchecked. When this option is enabled, the user will see the following pop-up message when the Remove Amendment link on the Form Summary page is clicked: SunGard Public Sector Inc. All Rights Reserved. Page 16 of 37

17 DATA 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 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). COVER PAGE SunGard Public Sector Inc. All Rights Reserved. Page 17 of 37

18 Ohio IEP Cover Page 1 Letterhead Logo & Letterhead, maintained under Form Information. 2 Student Name Student, Basic Information, Demographics (First, Middle, Last and Qualifier). 3 Date of Birth Student, Basic Information, Demographics, DOB (in MM/DD/YYYY format). 4 Gender Student, Basic Information, Demographics, Gender. 5 Student ID Student, Basic Information, Demographics, Student ID 6 Student Home Student, Basic Information, Home Address. Address 7 Grade Student, Basic Information, Enrollment/Exit, Grade as of Meeting Date. 8 District of Residence System Options, Organization (default Organization or the following if different) - Student, Educational Information, Associated Organizations, District of Residence, Alternate Code = RD. 9 County of Residence System Options, Organization (default Organization, County Field) or the following - Basic Information, Student Address = Home, County 10 District of Service Student, Educational Information, Associated Organizations, District of Service, Alternate Code = SD. 11 Will child be 14 Years Old before the form End Date Check Box (Yes/No). Defaults to No if child s age as of the form End Date is < 14. The field is changeable. 12 Meeting Date This field will print based on the meeting selected or linked through Form Information in the Maintenance section of the Form Toolbar. Only meeting records with Meeting Type, Alternate Code (Type = EMIS Code) Description = IIEP, RIEP, TIEP, FIEP, CIEP, AIEP or AMEND) that have NOT been finalized on another IEP form will display in the drop down list. To edit the date or other meeting information, access the meeting record through the Student Tool Bar or through the EMIS Summary section of the IEP. 13 Meeting Type Check Boxes will auto-fill based on Meeting Type, Alternate Code = Initial IEP (IR), Annual Review (AR), Review Other than Annual Review (RO), Amendment (Amend), Other (RE + any other). This field is changeable and will update the meeting record. The Amendment checkbox will display also if the user clicked on the Amendment (Revise) link on the IEP Summary page. Other will display for any Meeting Type except those with EMIS Alternate Codes of IR, ISP, AR, RO or AMEND; or EMIS Code of RETR, IETR or TETR. 14 Ward of State Checkbox (Yes/No). If yes, text box will open to provide the name of the surrogate parent. If there is a Release/Waiver, Type = Ward of State a link to this record will display. The Release/Waiver provides the ability to keep track of custody dates and other notes. 15 Parent/Guardian Name: Student, Basic Information, Contacts (Type = Parent/Guardian or Surrogate), Salutation, First, Last, Qualifier. Parent/Guardian Information will repeat as needed; Surrogate Parent will print first. Address: Student, Basic Information, Contacts, Home Address. 16 Communication Student, Basic Information, Contacts, Type = Parent/Guardian or Surrogate Parent, Communication: Types similar to Home, Cell, Work, ETR Completion Date Displays last finalized record from Student, Educational Information, Important Date record, where Type = ETR Completion Date, Alternate Code = ETRC. 18 Next ETR Due Date Displays last finalized record from Student, Educational Information, Important Date record, where Type = Next ETR Due Date, Alternate Code = ETRD. 19 IEP Effective Dates IEP Form Start / End Dates entered when creating the form. 20 IEP Completion Date IEP Completion Date will display based on the meeting linked to the form (same as Meeting Date). Finalizing the form will create Important Date = IEP Completion Date, Alternate Code = IEPC only if Meeting Reason, Alternate Codes = IIEP or RIEP. - This date does not print on the IEP report. 21 Next IEP Review Next IEP Review Date will calculate based on the meeting linked to the form (Meeting Date plus one year minus one day). Finalizing the form will create Important Date, Type = Next IEP Review, Alternate Code = NIEP only if Meeting Reason= IIEP or RIEP. 22 IEP 3 rd Birthday Check Box Yes will indicate a child transitioning from early intervention services and the IEP must be completed by the child s third birthday SunGard Public Sector Inc. All Rights Reserved. Page 18 of 37

19 23 IEP Form Status Checks are made in individual sections upon their completion and will display (Read Only) in the Form Status box. 24 Other Information Text Box 25 IEP Amendment To amend a finalized IEP and print a report that summarizes the changes, click the link illustrated below. Clicking this link will unlock the form for editing. User will select a new meeting, Meeting Reason, Alternate Code = AMEND or RO (Amendment or Review Other than Annual Review) and then detail the changes in the provided text boxes (Section Amended, Summary of Changes, Date of Amendment and Participants/Roles. The archive copy will update with an O to denote that it is the original version and does not include the changes. FUTURE PLANNING Ohio IEP Part 1 - Future Planning 26 Future Planning Text Box 27 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 19 of 37

20 SPECIAL INSTRUCTIONAL FACTORS Ohio IEP Part 2 - Special Instructional Factors 28 Special Instructional Factors Yes / No Check Boxes 29 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. PROFILE Ohio IEP Part 3 - Profile 30 Profile Text box 31 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 20 of 37

21 POSTSECONDARY TRANSITION Ohio IEP Part 4 - Postsecondary Transition 32 Transition Needs User entered text or Goal Book selection (Type = TPStatement, Category = Postsecondary (Age 14) Transition, Subcategory = Service Needs). 33 Transition Assessment User entered text or Goal Book selection (Type = TPStatement, Category = Postsecondary Data (Age 16) Transition, Subcategory = Transition Assessment). 34 Section complete Check Box If the box is checked, it will display in the IEP Completion Status Box on the cover page. POSTSECONDARY TRANSITION SERVICES SunGard Public Sector Inc. All Rights Reserved. Page 21 of 37

22 Ohio IEP Part 5 - Postsecondary Transition Services Section is required for age 16 or older within IEP Form Start and End Dates (optional for 15 and younger). 35 Education/Training Goals User entered text or Goal Book selection (Type = TPGoal, Category = Postsecondary, Subcategory = Education/Training). Courses of Study Narrative and statement selection: Attachment to Goal Statement, Type = TPAttachment, Category = Course of Study Goal Numbers Transition Service or Activity Text Box Only Narrative and statement selection: - Statement, Type = TPObjective, Category = PostSecondary, Subcategory = Education/Training or Employment or Independent Living (as appropriate). Begin/End Dates Start / End Dates of TPObjectives. Anticipated Duration Person/Agency Responsible Narrative and statement selection: - Attachment to TPObjective, Statement, Type = TPAttachment, Category = Duration. Narrative and statement selection: Attachment to TPObjective: Statement, Type = TPAttachment, Category = Responsible Party. 36 Employment Goals Same as 35, Category = Postsecondary, Subcategory = Employment. 37 Independent Living Goals Same as 35, Category = Postsecondary, Subcategory = Independent Living. 38 Target Graduation Date Text box to record year only - Copies from IEP to IEP. 39 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. MEASURABLE ANNUAL GOALS SunGard Public Sector Inc. All Rights Reserved. Page 22 of 37

23 40 Select Display Mode Ohio IEP Part 6 - Measurable Annual Goals Selection will determine wording (Objectives or Benchmarks) that will display in this section of the IEP. The screenshot below illustrates Benchmarks. The selection will default based on settings in Options > Set System Options > Form. 41 Add Goal Buttons User will click the Add Narrative or Add from Goal Book button to enter text or select a predefined statement describing the student s goals. These buttons are highlighted with a red box in the above screenshot. Goal Numbers will auto-populate. Numbers are changeable, providing the ability to reorder the goals. 41a Goal Number 41b Goal Area Text Box user entered text or selected Goal Book Category. 41c Present Text Box Levels 41d Measurable Text Box user entered text or Goal Book selection saved as a Statement (Type = Goal). Annual Goal 41e Method(s) Text Box user entered text or Goal Book selection saved as a Statement (Type = Attachments). Methods for Measuring the Child s Progress (items a-k) will display (read only) based on the default Goal Book: Type = Attachment, Category = Progress Method and Alternate Code = a letter code (a, b, c, etc.). To view or setup the applicable Alternate Codes, go to Maintenance, Manage Goal Books. Select the applicable Goal Book and filter on Type/Attachment SunGard Public Sector Inc. All Rights Reserved. Page 23 of 37

24 Click the goal book code to view or edit the record. Each Method must have Alternate Code (a-k) in order to display correctly in the IEP. To set the default Goal Book, go to Options, Set System Options (Main tab) or Set My Options. 42 Add Objective Buttons 42a Objective Number 42b Objective 42c Progress to Parent After creating a Goal, the Add Narrative or Add from Goal Book buttons illustrated in the above screenshot (opposite the red arrow) will display. These buttons provide the ability to enter text or select a pre-defined statement describing the student s objectives (aka benchmarks). Objectives will auto-number or display the applicable Goal Book number (if selected from a Goal Book). The numbers are changeable. User entered text or Goal Book statement (Type = Objective). Check boxes (6) and Text Boxes (2) saved as Statements (Type = Attachment). This section will display based on the default Goal Book: Type = Attachment, Category = Progress Reporting Method, Subcategories = Written Report, , Journal Entry, Phone Call and Report Card. To view the applicable codes, go to Maintenance, Manage Goal Books. Select the applicable Goal Book and filter on Category/Subcategory = Progress Reporting Method SunGard Public Sector Inc. All Rights Reserved. Page 24 of 37

25 43 Section complete To set the default Goal Book, go to Options, Set System Options (Main tab) or Set My Options. Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. SPECIALLY DESIGNED SERVICES SunGard Public Sector Inc. All Rights Reserved. Page 25 of 37

26 44 Specially Designed Instruction Ohio IEP Part 7 - Specially Designed Services User entered text or Goal Book selection (Type = Statement, Category = Specially Designed Instruction). Goals Addressed Check boxes based on goals entered in Part 7. Selections will save as Attachments. Provider Title Check boxes based on Position Code Table. Selections will save as Attachments. Location of Service Drop down list based on Setting Code Table saved as Attachments. Begin/End Dates Dates will default to the IEP date range but can be modified, if needed. Saved as the Statement Start and End Dates. Amount of Time User entered text or Statement type: Attachment, Category = Duration. Frequency User entered text or Statement type: Attachment, Category = Frequency. 45 Add SDI Service Ability to add services. Entries will create EMIS reportable service records based on Service Code Table, Type = SDI Service. This information does NOT print on the IEP. 46 Add Related Service Ability to add services. Entries will create EMIS reportable service records based on Service Code Table, Type = Related Service. This information will print on the IEP. 47 Assistive Technology Ability to create statements (same as 44), Category = Assistive Technology. 48 Accommodations Ability to create statements (same as 44), Category = Accommodations. 49 Modifications Ability to create statements (same as 44), Category = Modifications. 50 Support for School Ability to create statements (same as 44), Category = Support for School Personnel. Personnel 51 Add School Personnel Ability to add services. Entries will create EMIS reportable service records based on Service Service Code Table, Type = School Personnel. This information will print on the IEP. 52 Services to Support Ability to create statements (same as 44), Category = Service to Support Medical Needs. Medical Needs 53 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 26 of 37

27 TRANSPORTATION AS A RELATED SERVICE Ohio IEP Part 8 - Transportation as a Related Service 54 Special Transportation Check Boxes = Yes / No 55 Accommodations for Check Boxes = Yes / No Transportation 56 Transportation Type Yes answer to previous check box will enable this section. Add Service, Type = Transportation, Service = Special Transportation Goal Book Check Box statement to capture Transportation Accommodations. Statement, Category = Transportation, Subcategory = Car Seat etc. Statement: Bus Drive notified text saved into Statement 57 Other Transportation Statement, Transportation Other: saved into statement 58 Provider Transportation Check Boxes = Yes / No 59 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. NONACADEMIC AND EXTRCURRICULAR ACTIVITIES SunGard Public Sector Inc. All Rights Reserved. Page 27 of 37

28 OH IEP Part 9 Nonacademic and Extracurricular Activities 60 Extracurricular Activity User entered text or Goal Book selection, Type = Statement, Category = Participation Nonacademic/Extracurricular Activities. 61 Non- Participation User entered text or Goal Book selection, Type = Statement, Category = Nonacademic/Extracurricular NoParticipation. 62 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. GENERAL FACTORS Ohio IEP Part 10 - General Factors 63 Strengths Check Box Yes/No 64 Concerns Check Box Yes/No 65 Results of Check Box Yes/No evaluations 66 Needs Check Box Yes/No 67 Assessments Check Box Yes/No 68 ESY not necessary Check Box Yes/No 69 ESY necessary Check Box Yes/No Yes will enable the ESY Goal Check Box Text and/or Statement, Category = General Factors, Subcategory = ESY Needs - Auto-fills dates in the following format: 7/1/XX to 8/31/XX (editable). - Upon save, first ESY dates saved go into IEP Information, Goal Dates, Summer Session so they auto-fill with the same date for next statements in this section. 70 Collect Further Check Box Yes/No and Date Box - Yes creates Important Date record = ESY Considered By date field 71 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 28 of 37

29 LEAST RESTRICTIVE ENVIRONMENT Ohio IEP Part 11 - Least Restrictive Environment 72 LRE Attend Check Box Yes/No - Narrative Text or Statement, Category = LRE Attend to justify No. 73 LRE Receive Check Box Yes/No Narrative Text or Statement, Category = LRE Receive to justify No. 74 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page. STATE AND DISTRICT WIDE TESTING SunGard Public Sector Inc. All Rights Reserved. Page 29 of 37

30 Ohio IEP Part 12 - State and District Wide Testing 75 Test with Accommodations Check Box Yes/No - Yes opens up Accommodations Section illustrated below. Area Type = Statement, Category = Assessment, Subcategory = Subjects as shown in the above screenshot. Grade Tested with Attachment to above Statement. Attachment to above Statement. Accommodations Statement Type: Attachment, Category = Assessment, Subcategory = Accommodations. Attach to Statement Area above. 76 Excused from Ohio Graduation Check Box Yes/No Test OGT - Yes opens up OGT questions and subject areas below 76a Significantly different Check Box Yes/No curriculum 76b Requires additional Check Box Yes/No accommodations 76c Excused from subjects Check Boxes (5) - Subject areas: Reading, math, Writing, Social Studies, Science 77 Requirement Met Check Box Yes/No - Important Date = Met Testing Participation Requirement, Alternate Code MTPR. 78 Alternate Assessment Release / Waiver, Type = Alternate Assessment Text Box used to enter text describing justifications for alternate assessments. 79 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 30 of 37

31 MEETING PARTICIPANTS Ohio IEP Part 13 - Meeting Participants 87 Meeting Form, Meeting, Meeting note, type = IEP Conference Communication 88 Start/End Dates Form Information section, IEP Start / End Dates - Read Only 89 Date of Next IEP Student, latest Important Date, Type = Next IEP greater than meeting date. Review 90 Meeting Participants Form, Meeting, Attendees, Position Type = Student Form, Meeting, Attendees, Position Type = Parent/Guardian (Parent 1) Form, Meeting, Attendees, Position Type = Parent/Guardian (Parent 2) Form, Meeting, Attendees, Position Type = Team Member, Position = District Representative Form, Meeting, Attendees, Position Type = Team Member, Position = Intervention Specialist Form, Meeting, Attendees, Position Type = Team Member, Position = General Ed. Teacher Meeting, Attendees, Position Type = Team Member, Position = Other Agency Representative Report only: An additional 5 blank signatures lines will print on report. 91 Not in Attendance Meeting, Attendees, Type = Alternate Code EX% 92 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 31 of 37

32 SIGNATURES Ohio IEP - Signatures Page 93 Parent Signature Text Only - Provides printed signature line for parent/guardian and check boxes (Consent, Consent except for Area with line to specify area, No Consent) 94 Transfer of Majority Important Date, Type = Transfer of Rights as of meeting. - Cover Page, Age not over 14 will suppress this section. 95 Procedural Check Box (Yes/No) and Text Box (date entry). Safeguards Notice 96 Copy of IEP Check Box (Yes/No) and Text Box (date entry). 97 Section complete Check Box If the box is checked, it will display (read only) in the IEP Completion Status Box on the cover page SunGard Public Sector Inc. All Rights Reserved. Page 32 of 37

33 VISUAL IMPAIRMENTS Ohio IEP Part 15 - Children with Visual Impairments Yes answer in Part 2, Special Instructional Factors, Visual Impairment will enable this section. 80 Reading Skills Check Box Yes / No 81 Braille Instruction Check Box Yes / No 82 Braille Reading Check Box Yes / No 83 Visual Conditions Check Boxes Yes / No 84 Instructional Media Check Boxes Yes / No 85 Braille Appropriate Check Boxes Yes / No 86 Braille NOT appropriate Check Boxes Yes / No and Text Box (enabled if Other is Yes) SunGard Public Sector Inc. All Rights Reserved. Page 33 of 37

34 EMIS SUMMARY a 102 Ohio IEP EMIS Summary 98 Disabilities Displays EMIS reportable Disability codes based on Disability Code Table, Alternate Code (Type = EMIS Code) and Description = applicable EMIS Disability Code. To maintain the student s disability information, click Return and select the Disability link on the Student Toolbar. 99 Services Displays EMIS reportable Service codes based on Service Code Table, Alternate Code (Type = EMIS Code) and Description = applicable EMIS Service Code. To add service information, click the Add Service button. 100 Meeting /Event Displays EMIS reportable IEP meetings based on the Meeting Type Code Table, Alternate Code (Type = EMIS Code) and Description = applicable EMIS Outcome Code. To update the Meeting Outcome, click on the Meeting Type/Date blue link. The Meeting Outcome drop down will display items that have a Meeting Result code table with an Alternate Code (Type = Result Code) and Description = allowable Meeting Type codes (e.g., AIEP, IIEP, RIEP, TIEP) SunGard Public Sector Inc. All Rights Reserved. Page 34 of 37

35 101 OGT Subjects Ohio Graduation Subjects identified in the meeting record linked to the form. 101a Previous Displays any previously linked meetings to the IEP (e.g. the initial or annual IEP) and any Meetings previous revisions. Displays only, user cannot modify. 102 Placement Ability to add, edit or delete Placement. Placements are displayed in ascending order based on Placement Start Date. To edit or add a Secondary Planning item, click on the Placement blue link to edit the Placement record. The Secondary Planning field is the Placement Diploma Type and is usually relabeled from Manage Screen Configuration SunGard Public Sector Inc. All Rights Reserved. Page 35 of 37

36 REVISION HISTORY 3/20/2014: Updated the Meeting Date information in the Cover Page section to clarify how the meeting dates display in the drop down menu. 2/11/2014: Regrouped "Screen Configuration", "System Options", and "Code Table Setup" sections under "Setup and Configuration". Added new Revise/Amend Remove Amendment Warning Messages section under Setup and Configuration. Updated the screenshot under the System Options section. 1/28/2014: Added the Remove Amendment section. Updated the Table of Contents, and header & footer records. 12/18/2013: Clarified item 3 in the Form Completion section for the IEP Meeting item. 12/3/2013: The first paragraph under the Revising an IEP section has been updated. SunGard copyright information has been added to the cover page and subsequent footer records. The following has been updated: cover page, Table of Contents, and header & footer records. 6/25/2013: Replaced the EMIS Summary screen. New feature showing a Previous Meetings section. 6/10/2013: Document updated with standard formatting, table of contents, sections, etc. 11/19/2012: Meeting date updated to match web form. 6/28/2011: Section 7, `SDI and School Personnel service buttons added. 7/19/2011: Filtering of Meeting records implemented. Only meeting records not finalized by another form and are like IIEP, RIEP, TIEP, FIEP, CIEP will be displayed. If the Amendment/Revise link is used only Amendment meeting records will be displayed. Ability to auto-fill Placement Name from Meeting Outcome added. 6/22/2011: Addition of EMIS Summary and code table restrict information based on Meeting/Referral Type. Meeting Reason check box = Review Other than Annual enables the adding/editing/deleting of placement records based on user security. 3/3/2011: Change to IEP Completion Date and Next IEP Review dates. These dates will be created upon finalization of an IEP for IIEP & RIEP meetings NOT upon save. IIEP: Display of IEP Completion Date and Next IEP Review dates are displayed based on the meeting record. Upon finalization of this form, the important dates will be created SunGard Public Sector Inc. All Rights Reserved. Page 36 of 37

37 RIEP: Will display the projected completion and Next review dates based on the IEP meeting date. However, the last Important Date record is not updated with these new dates until the IEP is actually finalized. Any IEP not equal to IIEP or RIEP will display the latest important date record it finds. Keep in mind if you unlock an older finalized IEP, the Next IEP Review date will reflect the latest important date record in the system. Therefore this date may reflect a later date than the original IEP. If you unlock the 10/1/09 IEP, the Next IEP Review date will reflect the date of 9/30/11, as this is the latest finalized important date record. Re-finalizing this older IEP will display the newer important date, not the original date, as it no longer exists. 11/30/2010: Post-Secondary Transition Service: Changed Anticipated Graduation Date from Important Date record to a text box on the form. 4/12/2010: 5 blank boxes added to Meeting Signatures to print on the report only. Visual Impairment, Question #7: Added rich text box for Other. 3/31/2010: IEP Timelines ETR Completion & Next ETR Due Dates are now read only and created Important Date records during the ETR process. Date of Last ETR is no longer an Important Date record but a blank date box on the form only. Next IEP Review creates an Important Date record off the meeting date plus 1 year minus one day. This date is read only. IEP Completion Date (NEW) creates an Important Date record off the meeting date for Meeting reasons IIEP or RIEP. This date is read only and not printed on the IEP report. 3/29/2010: Specifically Designed Services, Related Services, text boxes have been added for each related service for comments. Text will be saved in the individual related Service, Notes Tab. If text is not entered, this box will not print (44b-1). 8/19/2009: Form Information, Reset Dates Security Option updated. 8/17/2009: Category (44g) Service to Support Medical Needs (instead of Support Medical Needs) updated SunGard Public Sector Inc. All Rights Reserved. Page 37 of 37