Document Actual Conference

After a conference takes place, document its participants, date and Actual Purpose. If you are documenting an IEP, the Actual Conference information becomes part of the IEP.

Selecting an Actual Purpose may be a significant step for the referral you are processing. For example, for some 504 or IDEA referrals, the following may be true:

• Marking the Actual Purpose with Student Needs starts the 60-day Timeline.

• Marking the Actual Purpose is a requirement to activate the 504 Plan or activate the IEP.

To document the Actual Conference, do the following:

1. Search for a student and select the Referral tab.

2. Expand the appropriate Referral by selecting the + sign.

3. Under the Scheduled Conference Date heading, highlight the conference you are documenting. The Actions menu selections will change.

4. Select Open Actual Conference from the menu. The Actual Conference window will open.

5. If you need to be reminded of original conference plans, view the Scheduled Conference Info and Scheduled Conference Purpose tabs. This information cannot be edited.

6. On the Actual Conference Info tab, click Add to identify individuals who attended the conference.  

   • Choose one of the following:

   • Scheduled Participants - Select any individual scheduled for the conference. Checking Name automatically selects them all. Click OK.  

   • Team Member - Select a team member. Checking Name automatically selects them all. Click OK.  

   • Non-Team Member - Enter the person's name and position. Click OK.
     
     Participants are now displayed under Actual Participants. Repeat Step 6 as appropriate.
      

7. To identify the Administrator/Designee, highlight the appropriate participant and click Set as Admin/Deisgnee. This individual is identified in section 25 of the printed IEP.
   
    

8. Enter the Actual Conference Date in MMDDYY format. (Tips for entering dates.)
   
   IMPORTANT NOTE: For 504 Plans and IEPs, please be aware that this date is used to calculate the Annual and Reevaluation dates in plans. In addition, entering erroneous dates may cause problems when activating plans. Double-check the date.
    

9. For Actual Purpose of Conference, checkmark all that apply. If you are selecting Manifestation Determination, please note that at least one must be marked for Sources of Data Considered before the Manifestation Determination can be recorded in eCSSS.
    

10. Click Save then Close. The conference record now displays an X under the purpose (Student Needs, Eligibility or Plan) and the Actual Date.