Illinois Permission to Evaluate Form Instructions / User Guide IEPPLUS

Illinois Permission to Evaluate Form Instructions / User Guide IEPPLUS 1990-2016 SunGard K-12. 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. 1990 2016 SunGard K-12 All Rights Reserved Page 1 of 14

TABLE OF CONTENTS OVERVIEW...3 FORM CREATION... 3 Step 1 Select a Student... 3 Step 2 Create Form... 4 NAVIGATION/TOOL BAR... 5 FORM COMPLETION... 6 FIELD MAPPING...6 FORM: MAIN... 6 Initial Evaluation... 6 Reevaluation... 7 Reevaluation Not Needed... 8 FORM: IDENTIFICATION OF NEEDED ASSESSMENTS (IONA)...10 FORM: NOTES/INFORMATION...11 REPORT: LOGO/LETTERHEAD/PARENT CONTACT INFO...12 REPORT: FOOTER SPECIAL ED FILE NUMBER...13 REVISION HISTORY... 14 1990 2016 SunGard K-12 All Rights Reserved Page 2 of 14

OVERVIEW The IL Permission to Evaluate (PTE) is completed when a student s team determines that an evaluation or reevaluation is necessary to determine if the student has or continues to have a disability and is in need of special education services. The student s parent or guardian must sign and return this form to the district prior to conducting an evaluation or reevaluation of a student. The form is also completed when the student s team determines that a reevaluation is not necessary. In this case, the student s parent or guardian must sign the form to confirm agreement (or disagreement) and acknowledge their right to initiate further action on the student s behalf. FORM CREATION The form creation process includes the following steps: 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. 4. Click the appropriate Name to select a student. 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 PTE link. 1990 2016 SunGard K-12 All Rights Reserved Page 3 of 14

STEP 2 CREATE FORM The Form Summary screen will display, listing any prior forms for the student. The most recent form will display at the top of the list. To review an existing form, click the appropriate link. To create a new form, click the New icon. The screen illustrated below will display. Enter the date of the letter in MM/DD/YY format or click the calendar icon to select a date. Then select the letterhead from the drop down list, and click Next Step. 1990 2016 SunGard K-12 All Rights Reserved Page 4 of 14

Select the appropriate radio button, indicating the referral type: Initial Evaluation, Reevaluation or Reevaluation Not Needed. If creating a new referral record, indicate the date of the referral or select the date using the calendar icon. If the referral record already exists, click the radio button and select the referral from the drop down list displayed. NAVIGATION/TOOL BAR After the form has been created it will display to the screen. 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 Date Ranges, Letterhead, etc. 3. Validation These options will change the status of the form (i.e., Locked, Ready for Review, Finalized.) 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. 1990 2016 SunGard K-12 All Rights Reserved Page 5 of 14

FORM COMPLETION 1. Most of the information needed to complete the letter will auto-populate. Please refer to the Mapping section of this guide for more information on these fields or any other field in this form. 2. Indicate the Evaluation data needed (if any) in section 2. This section will not print and is not included in the letter sent to the parents. 3. Indicate any additional information or notes in section 3. This section will print only if data is entered. 4. When the signed copy is received back from the student s parent, update the Referral record with the date of consent. FIELD MAPPING FORM: MAIN There are 3 different versions of this form: Initial Evaluation, Reevaluation, and Reevaluation Not Needed. Each version depends on the Referral record s type. The layouts for each are similar except for some different wording on each these differences will be noted in the mapping fields below the screenshots. INITIAL EVALUATION 13 2 5 3 4 6 ISBE 34-57B 7/16 1990 2016 SunGard K-12 All Rights Reserved Page 6 of 14

IL PTE Section 1 Main 1 Referral Type Automatically populates based on the Referral Type selected when creating the form and Alternate Codes = IE, RE or RN setup under Maintenance > Manage Code Tables > Referral. The Referral linked to the form is changeable through the Student Toolbar under Form Information. 2 Date of Letter Automatically populates with the date selected when creating the form. User can edit the field by typing a date in MM/DD/YYYY format. 3 Student Name Automatically fills in from Basic Information > Demographics > Student Name. 4 Student DOB Automatically fills in from Basic Information > Demographics > Date of Birth. 5 Edit Referral Button & Referral Date 6 Dear (Parent Salutation) Click the button to view or edit the Referral record attached to the form. Automatically populates based on the Referral attached to the form. To change the Referral linked to the form, go to Form Information via the Student Toolbar. Basic Information > Contacts, Type = Parent/Guardian, or Surrogate Parent where address is set to Mail. If Contact > Mail attention line starts with To the, then the attention line without to the will print. Otherwise, it prints the text in the attention line. If the attention line is blank, it prints the contact salutation & the contact last name. 1990 2016 SunGard K-12 All Rights Reserved Page 9 of 14

FORM: IDENTIFICATION OF NEEDED ASSESSMENTS (IONA) 7 8 9 10 IL PTE Section 2 Identification of Needed Assessments (IONA) **Note: To print the IONA, choose the *IL Consent for Evaluation selection from the Reports drop-down menu in the upper-right corner of the web form s screen. 7 Relevant Domains Check boxes (Yes/No) 8 Existing Data Text boxes 9 Data Needed Text boxes 10 Sources of Data Text boxes 1990 2016 SunGard K-12 All Rights Reserved Page 10 of 14

FORM: NOTES/INFORMATION 11 IL PTE Section 3 Additional Notes / Information 11 Notes Text box If there are no notes, the section is not included in the printed copy. This section does not copy over from a prior form when creating a new form. 1990 2016 SunGard K-12 All Rights Reserved Page 11 of 14

REPORT: LOGO/LETTERHEAD/PARENT CONTACT INFO 12 13 14 15 16 IL PTE Report: Logo/Letterhead/Parent Contact Info The header information on the report consists of 5 pieces of info as mentioned in the tables below (A-E). 12 Logo The Logo must be placed in IEPPLUS > Web Files > Images > Client Images > Clientlogo.jpg directory for it to appear. 13 District Letterhead 14 School District Contact Info 1 (optional field) The Letterhead selected at the time the form is created or added through Form Information on the student tool bar (originating from Maintenance > Manage Letterheads > Report Header). The Letterhead will default to the user s default Letterhead settings. If a user does not specify a user default Letterhead in their personal settings, then it will use the district s default Letterhead. This field automatically populates based on Maintenance > Manage Letterheads > Staff Type / Enclosure > Type = Report Header 1. Line #1: Name Line #2: Title Line #3: Phone 15 School District Contact Info 2 (optional field) This field automatically populates based on Maintenance > Manage Letterheads > Staff Type / Enclosure > Type = Report Header 2. Line #1: Name Line #2: Title Line #3: Phone 16 Parent Name and Address Automatically populates with all the student s active contacts marked Mail (Student > Basic Information > Contacts) where Type = Parent/Guardian. Active includes all records where Start Date is blank or <= current system date and End Date is blank or >= current system date. 1990 2016 SunGard K-12 All Rights Reserved Page 12 of 14

REPORT: FOOTER SPECIAL ED FILE NUMBER The IL SPED# (Special Ed File Number) is comprised of up to 10 alphanumeric characters. If it is present in the student s identification records, it will print in the footer of the report as illustrated below. The SPED# does not display on the web form. If no SPED# exists for the student, then the label Special Ed File Number will not print. To add the student s SPED#, go to Student > Basic Information > Identification and select the New icon. To setup the SPED Identification type, go to Maintenance > Manage Code Tables > Identification and add a new record with Type = Student and Description = Special Ed File Number. 1990 2016 SunGard K-12 All Rights Reserved Page 13 of 14

REVISION HISTORY 9/30/16 Removed Initial from form title of Parent/Guardian Consent for Initial Evaluation as per ISBE Director s memo dated 08/16/16. 2/2/2016: Minor text updates to match the State s form. 11/19/2013: Additional Notes/Information section added. 5/2/2013: A new section called Special Ed File Number has been added to this document. If a student has a Special Ed File Number in their Identification Record, then this will now also appear in this form s report on the bottom-right corner. 12/2010: Ability to print logo. 1990 2016 SunGard K-12 All Rights Reserved Page 14 of 14