Developing Plans: Important Reminders

Suspicion of 504 Plan/IDEA Disability Checkbox

• Pre-checked and disabled.  All Referrals are considered to be for suspicion of 504/IDEA disability.

• Starts the 15-Day Timeline.
  
  

Filed Date

·         Filed Date means you are committing the document to school records (i.e., similar to filing it into a student’s folder).

·         Document is no longer editable (see Versioning below).

·         Filed Date in referral enables access to Current Performance and Evaluation Status later in the process.
 

Versioning

For fields with a red checkmark, please be aware of the following: If you enter information into the field then save the document, the document is no longer editable. A record of your document is stored in the Audit Log with a Locked status. However, you may edit a copy of the document by clicking New Version. The first new version will be labelled v.2 (the original is v.1) and any subsequent versions will increment the version number by one. Provide a short reason for creating a new version (up to 30 characters). Once you click OK, you cannot edit your entry, which becomes part of the Audit Log.

In the example above, if you enter a date, then click Save, the PWN is no longer editable. However, you are able to edit a copy of the document as a New Version.   All Provided to Parent Date fields function the same way.

NOTE FOR IDEA: Versioning should not be used in lieu of revisions. Create a New Version for corrections only (e.g., fixing a typographical error). Legal requirements differentiate corrections from revisions (e.g., revisions to an IEP require a Prior Written Notice; corrections only require that parents are provided a copy of the corrected document with a cover letter explaining what was corrected).

Locating a Plan

On the Referral tab, some referral rows may contain 504 Plan or IEP, as shown in the example below:

If a referral row contains 504 Plan or IEP, please note what it means:

• Active Plans - The referral contains the active plan for the indicated plan type (e.g., if IEP, the referral contains the active IEP).

• Draft Plans - The referral contains the latest editable draft for the indicated plan type. Old drafts that are no longer editable will not be marked.

• Inactive Plans - Plans that were once activated but are no longer active and cannot be edited.

Activating a Plan

• Requires specific screen actions before activation (see Prerequisites for Activating IEP or Prerequisites for Activating 504 Plan).

• Assigns plan Active status.

• To change the plan, you must create Revisions.

• Locks decisions in Evaluation Status.

How Actual Conference/Consent to Amend Dates Impact 504 Plans, IEPs

If your are having difficulty activating a 504 Plan or IEP, review the dates for the Actual Conferences and Consent to Amend IEP (if applicable). (Learn how dates impact 504 Plans, IEPs.)

Information Copies Forward Only

Please keep in mind that information copies forward only. For this reason, it is considered best practice to create documents in the order set forth by the Student Support Process.

Consider the following example:
 

• Eligibility Determination completed before IEP drafted.
  RESULT: Evaluation Summary copies into the IEP PLEP.
   

• Eligibility Determination completed after IEP drafted.
  RESULT: PLEP remains blank. You may copy the Evaluation Summary from the Eligibility Determination screen and paste it into the PLEP.