Manage Student: ESE Events

IEP Meeting Notice

Prior to scheduling an IEP meeting, the parent/guardian must receive a minimum of two notices inviting them to the meeting. The IEP Meeting Notice must be completed and locked prior to initiating the IEP Event.

IEP Team Meeting

The meeting date selected on the IEP Meeting Notice sets the IEP Plan Start Date on the IEP Event, which in turn sets the Goal Start Date.

1. Select the title(s) of the recipient(s) of the letter from the To the pull-down. One or multiple can be selected.

2. Select the Date of Notice for the first notice.  

3. Select the Purpose of Meeting and Persons Invited to the Meeting.

When "To discuss/develop transition services and/or postsecondary goals (requires student participation)" is selected in the Purpose of Meeting section, the "Student" check box will be automatically selected in the Persons Invited to the Meeting section.

4. If requesting excusal of a required team member, select Yes in part 3 of the form, select the member, and select whether or not they have provided written input.

IEP Meeting Notice

The Excused IEP Team Member Input step will become required and the applicable team member can log in to fill out the form (if they have access to SSS). Additional input forms can be found in the IEP Meeting Supplements step.

5. In the 4. Meeting Information section, enter the meeting Date, Time, Location, and Room (if applicable). This will copy to page 2.

IEP Meeting Notice

6. In the 5. Return Contact and Source for Additional Information section, enter the Name, Position, and Phone for the person to whom the form should be returned and who parents can contact for questions. This will copy to page 2.

IEP Meeting Notice

7. In the 6. Procedural Safeguards section, enter the name/dept and phone/email of the additional source(s) of contact for the parent for assistance with any written communication received.

IEP Meeting Notice

8. At the bottom of page 2, select 1st Notice, select the Date, select the Written radio button, and enter any Contact Notes.

IEP Meeting Notice

9. After entering the 1st Notice information, click Save & Validate at the top of the screen. This will generate an error message because the 2nd Notice fields must still be completed.

10. Click OK to save a draft.

sandbox.focusschoolsoftware.com says

A red warning message displays at the top of the form.

11. To print the first meeting notice for the parent/guardian, click Print at the top of the screen.

IEP Meeting Notice

12. Select Disable Watermark to print the forms without the red draft watermark.

IEP Meeting Notice

13. Deselect the Print option for any forms that are not needed.

IEP Meeting Notice

14. Click Preview.

IEP Meeting Notice

15. Click Print Form and follow your printer's prompts.

IEP Meeting Notice

16. Click Return to Focus when finished.

IEP Meeting Notice

17. At the appropriate time, document the second notice by clicking View on the IEP Meeting Notice event for the student.

Manage Student

18. At the bottom page 2 of the IEP Team Meeting step, select 2nd Notice, enter the Date, and select the Type of notice. Enter any Contact Notes.

IEP Meeting Notice

19. Click Save & Validate at the top of the screen. To print the notice, click Print and follow the same procedure as in steps 12-16 above.

IEP Meeting Notice
Receipt of Procedural Safeguards

If needed, the Receipt of Procedural Safeguards can be printed for the parent/guardian.

Uploads

Uploads can be used to add documentation to an event, such as student work samples or forms completed by the parent/guardian of the student. Uploads should be in the PDF format in order to be available when printing.

1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.

2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.

3. The number of uploads will display in parenthesis on the side menu.

4. Click the pencil icon to edit the title of the file.

5. Click the red minus sign to delete the upload.

6. Click OK to confirm deletion.

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Locking the IEP Meeting Notice Event

At the appropriate time after both notices have been sent, the IEP Meeting Notice event can be locked by the individual with profile permission.

1. In the Active Events tab, locate the IEP Meeting Notice event and click Lock.

Manage Student

A pop-up window displays with a form that must be completed.

Manage Student

2. Select the check box that indicates the parent's/guardian's response.

3. Select an option to indicate that the meeting will take place as scheduled, the meeting was canceled, or if new notice is required.

4. Click Lock.

Manage Student

The event is moved to the Locked Events tab.

Manage Student
IEP Event

Once the IEP Meeting Notice event is completed and locked, the IEP Event can be initiated.

Demographics and Desired Student Outcomes

Student demographic information will populate in the appropriate fields on the form.

1. Select the IEP Type.

Do not select Amended for the IEP Type as that is a separate event.

2. The 3 Year Reeval Due Date may auto-populate if present in the student's SIS record. If not, enter the date.

3. The IEP Plan Date and IEP Plan End Date will auto-populate from the locked IEP Meeting Notice.

If multiple meeting notices were created, the system pulls the dates from the most recent locked notice.

4. Enter the IEP Services Start Date.

IEP Event

5. Selecting Yes for for any of the Transition questions will display the Transition step on the left side of the screen.

6. If Yes is selected for the Self-Determination and Self-Advocacy section, then self-determination must be addressed through annual goals, short-term objectives/benchmarks, or services in the IEP.

IEP Event

7. Indicate if and how the parent/guardian/student was provided with procedural safeguards or transition resources.

The "Yes" radio button for Transition Resources will be selected by default if any of the transition questions above are answered with "Yes." The "No" radio button will be selected by default if all the transition questions above are answered with "No" or "N/A."  

IEP Event

8. Select the Frequency of IEP Goals Progress Reporting to Parents.

9. Select whether the parent consented to share information to obtain Medicaid eligibility status. This is a separate form.

The answer to this question will auto-populate if the data exists in the field parent_billing_medical_consent. If the parent_billing_medical_consent field is null or Z, the NA will be auto-populated. If the NA is auto-populated, and the parent provides or fails to provide consent when requested, the NA can be changed to Yes or No. Upon locking the IEP,  the event trigger will update the parent_billing_medical_consent field if a change was made.

10. For 12th graders or those who will be in 12th grade during validity period of IEP, select whether the student is deferring receipt of a Standard Diploma.

IEP Event

11. Complete the Statement of Expected Outcomes and Additional Benefits at time of graduation, which is required for 14 year olds or the 1st year in high school and every year thereafter.

IEP Event

12. Click Save & Validate at the top of the screen when finished completing the form.

Present Levels (PLAAFP)

This step features a hyperlink to the student’s SIS Test History, which opens in a pop-out window. Standardized test data will also automatically populate from the Test History record. Each Domain in the PLAAFP must be addressed whether or not the student needs instruction, support, or services for that domain. 

  • Each Domain must describe the student’s strengths and challenges, if any.
  • Each Domain must have YES or NO selected as an Area of Concern.
  • Only Domains selected as YES will be available for selection on the Goals & Objectives screen.
  • Only Domains selected as YES can be edited on the Matrix of Services with the exception of the Health Domain; it can be edited whether Yes or No is selected as a student may need services but not a goal.
  • Transition Service Area(s) can also be selected for each Domain for Transition IEPs.
IEP Event
  • The Effect of Disability and The Student's Priority Educational Need(s) statements should consider all domains as there are not separate statements per Domain.
IEP Event
  • Domains selected as YES for Area of Concern will be selected at the end of page 5 for verification.
  • Any Transition Service Activity Areas selected on one or more Domains can be manually selected at the end of page 5.
IEP Event

Click Save & Validate when the form is complete.

Transition

The Transition step in the event will ONLY populate if any of the Transition statements were marked as Yes in the Demographics and Desired Outcomes step. This step consists of 3 pages with only Parts I, II, III-A, III-B being required for ALL students an IEP team deems transition should be addressed.

Transition statements in Demographics and Desired Outcomes:

IEP Event

Transition step:

1. In Part I, enter a description of the student’s planned course of study that will enable them to achieve the desired postsecondary goal. Select whether the student is exempt from online course requirement; if Yes, why?

2. In Part II, select whether the parent/guardian/student and the IEP team discussed the process for deferring standard diploma. If Yes is selected, enter the Date. Select the diploma type(s) the student will pursue, or select Diploma selection is not appropriate at this time. If the student is a 12th grader, the deferral statement on page 3 must be signed.

IEP Event

3. In Part III-A, describe the type and results of age-appropriate transition assessment(s) given to the student.

IEP Event

4. In Part III-B, determine if student will participate in Pre-Employment Transition Services provided by the local Vocational Rehabilitation Services Agency. Describe those services in Part V.

IEP Event

5. In Part IV, describe the student’s current skills in self-determination, self-advocacy, employment, community engagement, and career readiness.

IEP Event

6. In Part V, enter how the student's input was obtained.

7. For each applicable “domain”, add the goal and enter the activity and/or service necessary to achieve the postsecondary career goal, as well as the responsible person/agency, which may include the student and/or the parent.

IEP Event

8. In the INTERAGENCY RESPONSIBILITIES AND/OR LINKAGES FOR TRANSITION SERVICES section, indicate whether the parent/guardian has signed and returned the release form and list the agency responsible for providing the transition service or activity for any area listed on previous page.

IEP Event

9. Select whether the student is expected to graduate during the validity period of the IEP. If Yes, the parent/guardian or student must sign.

IEP Event

10. In the TRANSFER OF RIGHTS AT AGE OF MAJORITY section, select Applicable or Not Applicable. If Applicable is selected, fill out the appropriate section.

IEP Event

The Transfer of Rights at Age of Majority form can be located in the Supplements step of the IEP Event and may be accessed prior to the IEP meeting.

11. Click Save & Validate when finished.

ESY Eligibility Review

The IEP team may determine it appropriate to complete this form prior to completing the Special Factors step. This form must be completed for all students and all sections must be addressed. This form consists of two pages and a rationale must be provided for every YES and/or NO answer. Typically if the Present Levels indicated no goal was needed for a Domain, the answer for the related Domain on this form would be NA.

1. Questions 1 - 4  co-relate to a Domain on the IEP, excluding the Health Domain. The Supporting Data and Rationale may be completed before selecting Yes or No however:

  • If NA is selected as any answer, the Supporting Data and Rationale text fields are disabled.
  • If Yes or No is selected, enter the Supporting Data that was reviewed for the domain. Enter the Rationale for selecting Yes or No.
IEP Event

2. The CRUCIAL STAGE OF DEVELOPMENT section may include emergent skills for Pre-K students as well as critical points of instruction on existing skills.

IEP Event

3. The NATURE/SEVERITY OF DISABILITY section may include the student’s rate of progress.

IEP Event

4. In the EXTENUATING CIRCUMSTANCES section, consider the student’s current situation(s) that indicate FAPE wouldn’t be provided without ESY services.

IEP Event

5. Select Yes or No for "Does the data support the need for Extended School Year services?" The answer will be pushed to the student's ESE tab.

IEP Event

6. Click Save & Validate when finished.

Special Factors

The Individuals with Disabilities Education Act (IDEA) lists special factors that the IEP team must consider in the development, review, and revision of each student's IEP. This form will address this key information and individualized consideration of each factor to be addressed in the student’s IEP. Selecting Yes on certain fields will require the completion of additional fields.

2. Complete the form:

Question Response Info
1. Does the student's behavior interfere with his/her learning or the learning of
    others?
Selecting Yes will require the FBA question to be addressed.
If "Yes", is there a Functional Behavior Assessment (FBA) or
Behavior Intervention Plan (BIP)?
Selecting No will require a description of strategies, interventions, and supports to address the behavior. 
2. Does the student have unique communication needs?

If Yes, describe the needs in Present Levels, Goals, Services or other appropriate section of the IEP.

3. Does the student meet eligibility under Deaf or Hard of Hearing? If Yes, the explanation field becomes required and the Communication Plan supplement must be completed.
4. Does the student have limited English Proficiency?

If Yes, the explanation field becomes required to describe how needs are being met.

5. Does the student need instruction in Braille and/or the use of Braille? Select Yes or No.
6. The IEP Team has considered the student's need for Assistive Technology and has determined: Select the appropriate option. Explanation is required for the options "Additional information is needed to determine whether there is a need for
Assistive Technology” and "Currently using Assistive Technology."
7. Has the Career and Professional Education (CAPE) digital tool certificate(s) or
CAPE industry certification(s) the student is seeking to attain prior to high school
graduation been addressed?
If Yes, enter the certificate.
8. Is there a need for extended school year services? This is automatically set to No if the question “Does the data support the need for Extended School Year services?” is set to No in the Extended School Year Eligibility Review form. 
9. Is there a need for specially designed or adaptive physical education?

If Yes, address in Present Levels, Goals & Objectives, and/or Schedule of Services.

10. Is there a need for special transportation services? If Yes, explain below and
      specify on the Schedule of Services.

If Yes, describe the need and include it in the Schedule of Services as a Related Service.

11. Information Regarding the Family Empowerment Scholarship for Students with Unique Abilities that is replacing the McKay Scholarship effective July 1, 2022 has
been provided/discussed. More information is available at:

https://www.fldoe.org/schools/school-choice/k-12-scholarship-programs/fes/index.stml

Select Yes if provided at the IEP meeting; otherwise select Mailed.
12. Has the parent/guardian been provided information on the Florida School for the
Deaf and Blind?
Select the applicable response.
Parent Input Enter the parent’s concerns and how the parent’s input was obtained. 

3. Click Save & Validate when the form is complete and all required fields are filled.

IEP Goals and Objectives

Districts have the option to use the default one-domain-per-goal option, or the multiple-domains-per-goal option (consolidated domains). Districts can also require two objectives in order to save a goal. These options are set at the district level in SSS > General. The domains selected as an Area of Concern in Present Levels populates headers in this section of the IEP.

If no domain was selected as YES for Area of Concern on the Present Levels step, an error will display. Return to the Present Levels step and mark the applicable domain(s) as YES for Area of Concern.

Default Goals & Objectives

If the district is using the default one-goal-per-domain option, this message is displayed until each domain has at least one goal saved.

If the district also requires two objectives per goal, an additional statement displays indicating that each goal must have at least two objectives.

IEP Event

1. Click the Create Goal button.

2. Select the Domain in which to add the goal. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

3. Select the staff and/or teachers that will be responsible for the implementation/progress monitoring of the goal.

4. Select the Service Type.

5. The Goal Start Date and Goal End Date will auto-populate but can be edited by turning off the toggles Use Plan Start Date and Use Plan Review Date.

The Goal Start Date and Goal End Date are auto-populated from the IEP Plan Date and IEP Plan End Date fields in the Demographics and Desired Outcomes step.

6. Select the Schedule of Services. Options are IEP Duration, ESY, and Additional Schedule of Services.

7. Enter the Condition, Behavior, Criterion and Timeframe for the goal statement. As you type, the blue header will update with the goal statement.

8. Select the Mastery Criteria of the goal. After selecting an option, additional fields will display for entering the criteria. This criteria will be referenced when creating the IEP Goals Progress Report.

9. Identify the Assessment Procedures that will be used for data collection on the student's progress toward goal mastery.

10. Select how frequently progress monitoring data will be collected. This data will be considered when creating the IEP Goals Progress Report.

The title of this field and the field options are customized by the district in SSS > General. A custom message may also be included above this field.

The Diagnosis, Instructional Area, and Transition Service Area(s) fields may also display on this screen, depending on whether the district has enabled the Additional Goal Fields option in SSS > General.

11. Click the Add button to view the Objectives screen, which is a pop-up.

12. The information entered in Condition, Behavior, Criterion and Timeframe for the goal will auto-populate into the Objective Details fields.

13. Click the Clear button at the top of the pop-up to clear the fields and enter different verbiage.

14. Click the blue Add button when finished entering text.

Click Cancel or the X to exit the pop-up window without adding the objective.

16. Click Edit or Remove next to the objective to edit or delete the objective.

17. Click the blue Save button at the bottom of the screen after the goal has been written and objectives have been added.

After saving the Goal and Objective, the system reverts to the Create Goal screen where the new goal will display and additional goals can be created in the same or a different domain.

18. Click the links to Edit or Remove the goal.

Consolidated (Multiple) Domains per Goal

If the district has enabled the option for a goal to apply to multiple domains (consolidated domains), no message displays upon initiating the Goals & Objectives step.

1. Click Create Goal.

IEP Event

2. Select the Domain in which to add the goal. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

3. In the Secondary Domain pull-down, select one or multiple secondary domains. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

IEP Event

4. Select the staff and/or teachers that will be responsible for the implementation/progress monitoring of the goal.

5. Select the Service Type.

6. The Goal Start Date and Goal End Date will auto-populate but can be edited by turning off the toggles Use Plan Start Date and Use Plan Review Date.

The Goal Start Date and Goal End Date are auto-populated from the IEP Plan Date and IEP Plan End Date fields in the Demographics and Desired Outcomes step.

7. Select the Schedule of Services. Options are IEP Duration, ESY, and Additional Schedule of Services.

8. Enter the Condition, Behavior, Criterion and Timeframe for the goal statement. As you type, the blue header will update with the goal statement.

9. Select the Mastery Criteria of the goal. After selecting an option, additional fields will display for entering the criteria. This criteria will be referenced when creating the IEP Goals Progress Report.

10. Identify the Assessment Procedures that will be used for data collection on the student's progress toward goal mastery.

11. Select how frequently progress monitoring data will be collected. This data will be considered when creating the IEP Goals Progress Report.

The title of this field and the field options are customized by the district in SSS > General. A custom message may also be included above this field.

The Diagnosis, Instructional Area, and Transition Service Area(s) fields may also display on this screen, depending on whether the district has enabled the Additional Goal Fields option in SSS > General.

12. Click the Add button to view the Objectives screen, which is a pop-up.

13. The information entered in Condition, Behavior, Criterion and Timeframe for the goal will auto-populate into the Objective Details fields.

14. Click the Clear button at the top of the pop-up to clear the fields and enter different verbiage.

15. Click the blue Add button when finished entering text.

Click Cancel or the X to exit the pop-up window without adding the objective.

16. Click Edit or Remove next to the objective to edit or delete the objective.

17. Click the blue Save button at the bottom of the screen after the goal has been written and objectives have been added.

After saving the Goal and Objective, the system reverts to the Create Goal screen. The selected secondary domain(s) will display the same goal.

IEP Event

18. Click the links to Edit or Remove the goal.

IEP Event
Schedule of Services

To accommodate situations where a student’s IEP may carry from one school year or grade level to the next, the system allows users to create up to 4 different Schedules of Services for an IEP validity period. This also accommodates ESY when service dates and total minutes will be different. This screen contains a hyperlink to view the student’s schedule in a new window.

1. Select the ESE IDEA Educational Environment from the drop-down. This field is required, and defaults to Z if no option is selected.

2. Click Add Schedule.

A series of tables will display to select Instructional Services, Related Services, Supplementary Aids and Services, and Supports for School Personnel.

3. Select a Schedule Type from the drop-down. The selected Schedule Type will display on the Accommodations screen so that accommodations will match in the event that multiple schedule types are selected.

The Total School Minutes will auto-populate with the value entered in Setup > School Information. These are the bell-to-bell minutes. The system will display the Calculated ESE Minutes and Percent GE as ESE minutes are added to the schedule. This will facilitate the LRE Considerations selection.

The Total School Minutes per Week field can be used for ESY minutes when the student has multiple schedules or in the case of pre-K moving to Kindergarten during the validity period of the IEP.

5. The Start Date and End Date will auto-populate based on the start date and review date of the IEP. To manually enter a start date, click the Use Plan Start Date toggle so that it turns off and enter the date. To manually enter the end date, click the Use Plan Review Date toggle so that it turns off and end the date. The IEP Plan Date and IEP Review Date display for reference if one or both of the toggles are turned off.

Dates are typically manually entered to match any specific goal that may only be active for a portion of the IEP validity period, where the selected services for supporting that goal will only be for that timeframe.

If Additional Schedule of Services was selected as the schedule type, the start and end dates will need to be adjusted accordingly. A text field will be provided to enter a title for the schedule.

The start and end dates will auto-fill on the Accommodations screen when the schedule type is selected. This is to ensure that the goal, schedule of services, and accommodations align as necessary.

6. In the Instructional Services section, click the Add button to select the Specially Designed Instructional Services; this opens a pop-up box.

7. Select the Specially Designed Instruction the student will receive in support of the goal.

In the How? pull-down, select how the instruction will be provided. Selecting Other will display a open text field to enter a specially designed instruction that does not appear in the pull-down.

Click the radio button to select the Location, either GE or ESE.

Enter the number of Minutes per Week. This is the total number of minutes of the instruction that will be provided with regard to the frequency (daily, weekly, monthly, etc.). ESE minutes wil be subtracted from the Total School Minutes per Week to calculate the LRE. Gen ed minutes are not subtracted.

In the Progress/Grade Determined By pull-down, select who determines the grade or progress for the student. Selecting Other will display an open text field to define the role.

8. Click Create. The pop-up will close and you will return to the Schedule of Services screen.

9. In the Related Services section, click the Add button to select the Related Services, which opens a pop-up box.

10. Use the Services pull-down to select the related service the student will receive in support of the goal. If no services are needed select The team has addressed this area and determined that services are not appropriate at this time. 

Select the Service Type (Direct or Consult). Selecting Consult will display an open text field to enter how or to whom the consult will be provided.

Click the radio button to select the Location, either GE or ESE.

Enter the number of Minutes per Week. This is the total number of minutes of the instruction that will be provided with regard to the frequency (daily, weekly, monthly, etc.). ESE minutes wil be subtracted from the Total School Minutes per Week to calculate the LRE. Gen ed minutes are not subtracted. This does not apply if Transportation is selected as the related service.

Select who the service is Provided By.

Selecting Transportation as the related service will require the selection of the Transportation Code(s).

The options available for the Transportation Code pull from custom_2125.

11. Click Create. The pop-up will close and you will return to the Schedule of Services screen.

The district may have enabled the option to replace "Minutes per Week" with "Minutes" and "Frequency of Minutes" for Instructional Services and Related Services in SSS > General.

12. In the Supplementary Aids and Services section, click the Add button to select any supplementary aides and services the student will receive.

13. Use the Services pull-down to select the supplementary aids or service the student will receive. If no services are needed, select The team has addressed this area and determined that services are not appropriate at this time. 

Select the Service Type (Direct or Consult). Selecting Consult will display an open text field to enter how or to whom the consult will be provided.

Select the Frequency of the aid or service.

Select who the aid or service is Provided By.

14.  Click Create. The pop-up will close and you will return to the Schedule of Services screen.

15. In the Support Services for School Personnel section of the screen, click the Add button to select any support services for school personnel.

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16. Use the Services pull-down to select the support service needed for school personnel. If none needed, select The team has addressed this area and determined that services are not appropriate at this time. Selecting Other will display an open text field to define a support service not available in the dropdown.

Select the Initiation Date and Duration Date of the service.

Select the Frequency in which the service will occur.

17. Click Create when finished.

18. After all services have been added, click Save at the top of the screen.

 

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The top of the completed Schedule of Services will display the calculated Time with Non-Disabled Peers showing as Percent GE in addition to any ESE minutes. This value will determine the student’s LRE Considerations.

19. Click Edit or Remove next to a section on the Schedule of Services to edit or remove the service.

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20. To remove the entire Schedule of Services, click Remove at the top of the screen.

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21. If applicable, click Add Schedule at the top of the screen to create an additional Schedule of Services that may take effect for a different date range than the first.

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When adding a schedule of services for ESY, disable the Use Plan Start Date and Use Plan Review Date toggles and manually enter the ESY start date and end date. The Total School Minutes per Week can be manually entered.

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When the Schedule of Services will be for a portion of the validity period as when students are transitioning from middle school to high school, then select Additional Schedule of Services from the Schedule Type pull-down and provide a title. This may need to be done more than once to cover IEP validity period. Disable the Use Plan Start Date and Use Plan Review Date toggles and enter applicable start and end date. Manually enter the Total School Minutes per Week if applicable.

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Entering a Start Date that precedes the IEP Plan Start Date or an End Date that extends beyond the IEP Plan Review date will display the date fields in red and the Schedule of Services will not save.

For students who require transportation services, validations may require a transportation service to be added to the first schedule. When adding additional schedules, a pop-up window will display after clicking Add Schedule which will ask "Are transportation services required for this schedule?" Clicking Yes will select the "Transportation Service(s) required" check box, which displays above the Related Services table on the added schedule. Adding a transportation service to the schedule will be required. If No is selected in the pop-up window, the "Transportation Service(s) required" check box will not be selected, and adding a transportation service to the schedule will not be required.

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Accommodations/Modifications

The default value for the Instructional Accommodations step is "The Team has determined that the following accommodations/supports are necessary…." and "Determination of Need for Instructional Accommodations and Support," which will only display the Accommodations table for allowable accommodations on state assessments.

1. For each tab, select the Schedule type to which these accommodations will apply. Only the Schedule Types selected on the Schedule of Services will display here.

2. Select the Accommodation, Location, and Frequency using the drop-down menus.

The Duration dates will auto-populate based on the Schedule Type selected.

3. Press the Enter key to add the row. A red save button will also display that must be clicked to save the form.

Selecting "Extended Time" as the Accommodation on the Scheduling tab displays an additional Extended Time column where an option must be selected.

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5. Selecting the second box for Other Accommodations may not be allowed on Statewide Assessments displays the Other Accommodations table below. An open text field displays to manually enter the Accommodation details. The accommodation may be an instructional accommodation that may not be allowed on statewide assessments.

6. After entering accommodation information in the blank row, press Enter to add the row.

7. Click Save.

If an error is made when making selections in the insert row, click Reset Insert Row to clear the selections.

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The district may have enabled one or more of the following accommodation options in SSS > General:

  • Accommodation Extended Time Custom List - replaces the default Focus list
  • Accommodation Extended Time Free Text Option - adds a new column next to Extended Time to enter a custom value
  • Accommodation Small Groups Custom List- replaces the default Focus list of small group options
  • Accommodation Small Groups Free Text Option - adds a new column next to Small Groups to enter a custom value
State and District Assessments

This form displays a hyperlink to the student’s Test History screen on the SIS student record.

1. Select Yes or No for the question "Do you need to determine Alternate Assessment Eligibility?" If Yes is selected, the radio buttons on the form become required fields.

To determine eligibility for Alternate Assessment, all questions on page 1 and 2 must be answered.

If the student is found eligible for Alternate Assessment, the selected FSAA type will be pushed to the student’s ESE tab upon locking the IEP.

2. On page 3, regardless of the eligibility for Alternate Assessment, select the specific assessment(s) and applicable testing accommodations. Accommodations can only be selected if the Status is Yes-Accommodations.

If extended time is the intended accommodation for Flexible Scheduling, be sure to select a value from the Describe Extended Time pull-down above it.

Notes

3. Click Save & Validate after completing the form.

Least Restrictive Environment

The % GE from the blue bar on the Schedule of Services will pre-determine which radio button is selected when this form is opened. If the % GE on the Schedule of Services is less than 40%, the third radio button will be pre-selected, allowing selection of either of the 2 remaining buttons.

Selecting any of the last 3 radio buttons makes the middle of the form required.

1. Fill in all required fields to complete the form.

2. Click Save & Validate after completing the form.

Matrix of Services

The Matrix of Services pulls in student demographic information from SIS to populate the top of the form. The Matrix is designed to work with the Present Levels step to populate and calculate values on the form.

Once the event is locked, the "Update Cost Factor From Matrix of Services" scheduled job can be used to update the Charter/McKay field (Matrix Cost Factor) and ESE FEFP Code fields throughout SIS from the Matrix of Services form.

On the SSS > General screen, the SIS field that will be updated by the scheduled job is set in the Charter/McKay Field setting. The "Push Matrix of Services data to SIS" tool can also be run from the General screen if the "Update Cost Factor From Matrix of Services" scheduled job did not push data to SIS because it did not run on the start date of the matrix.

1. If a domain is selected as an Area of Concern on Present Levels, select the domain level for the domain on the Matrix. Level 1 is disabled for selection.

If a domain is not selected as an Area of Concern, it will be marked as a Level 1 in that domain on the matrix. The level cannot be edited unless a change is made to the PLAAFP.

This does not hold true for the Health Domain, which is able to be edited no matter the selection on the PLAAFP.

Once all fields of the Matrix are completed, the system will display values selected in the domain at the bottom of the page.

The system will calculate the values for Total of Ratings and Cost Factor based on the value of the domain ratings and any applicable special considerations, and will display the values in the appropriate fields throughout the form.

2. Enter the Services Start Date on page 1. This must be entered in order to save the form.

3. Complete the rest of the fields on page 1.

4. Click Save & Validate when the form is complete.

IEP Team Signatures

A blank signatures page without the Draft watermark can be printed ahead of the meeting and scanned or uploaded back into the IEP event prior to locking the event.

Selecting YES for the Prior Written Notice question will change the Prior Written Notice step to required and the FAPE form must be completed.

If Other Accommodations not Allowed on State Assessments has been selected on the Accommodations step, the parent consent and signature fields on the second page of the form need to be completed.

1. Complete the form.

2. Click Save & Validate when finished.

Meeting Minutes

The Meeting Minutes can be completed by a team member other than the one filling out the IEP forms, as multiple users can be logged in to the student’s IEP Event at the same time (there just can only be one person at a time on any given step or an error message displays stating the step is being edited by person X). Notes can be taken in a different program, such as Word, and copied and pasted into the Meeting Minutes form, if desired.

1. Enter the Date of the meeting.

2. Enter who the minutes are being Documented By.

3. Enter the Meeting Minutes. There must be a minimum of 3 words in the text box in order to save.

4. Click Save. Users can add to the text field after clicking Save if it is during the same day.

5. The Add Minutes button is used if there is an additional meeting on a different date for the event. Clicking the button adds an additional meeting minutes form to the screen. The Add Minutes button should not be clicked to add additional minutes to a meeting already in progress or for a meeting on the same date.

ESE Supplements

If needed, users can add additional forms to ESE events.

1. Select the form to add as a supplement and click Add this form.

The selected form is added to the table.

2. Click the Edit link.

3. Complete the form and click Save & Validate when finished.

EP for Gifted Students

4. Click Return to Focus.

EP for Gifted Students

A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.

EP for Gifted Students

5. To delete a supplement, click Delete.

EP for Gifted Students

The number of supplemental forms added to the student's event will display in parentheses next to the Supplement step on the steps menu.

IEP Event
Uploads

Uploads can be used to add documentation to an event, such as student work samples or forms completed by the parent/guardian of the student. Uploads must be in PDF format in order to be available for printing.  

1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.

2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.

3. The number of uploads will display in parentheses on the side menu.

4. Click the pencil icon to edit the title of the file.

5. Click the red minus sign to delete the upload.

6. Click OK to confirm deletion.

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IEP Goals Progress Report

At the appropriate time, the IEP Goals Progress Report can be created to send to the parent as required by district policy. The IEP Goals Progress Report is housed in the Event pull-down in the Create New Event section of the Manage Student event screen for ESE. It can only be initiated once the IEP Event has been locked.

Keep the IEP Goals Progress Report event open (not locked) for the duration of the IEP to continue documenting the student's progress towards the goals.

When the IEP Goals Progress Report event is opened, the Progress Monitoring form is displayed. A check mark displays next to the step, as it is not set up as a required step.

IEP Goals Progress Report

The progress periods populate based on the Frequency of Progress Reporting from the Demographics and Desired Outcomes form of the IEP Event. Data entered on the form is auto-saved.

1. Select the Progress Period in which data is being added. The date in parentheses is the last date of grade posting/progress reporting for the marking period. The current marking period will display by default.

2. Select the Domain. The first (or only) demain displays in the pull-down by default. Domains populate from the areas of concern identified on the Present Levels step in the IEP Event.

3. Identify which Goal # this domain addresses. If multiple goals were created for this domain, all goals will be available in the pull-down.

The Goal Description will populate based on the Goal # selected.

IEP Goals Progress Report

4. Use the Progress Code pull-down to record the student’s progress toward the goal. Refer to the legend at top of the page. Inactive progress periods will be grayed out.

The marking period title on the progress code is editable if anything other than "Every grading period" or "Quarterly" was selected for the "Frequency of Progress Monitoring" on the Demographics and Desired Outcomes step of the IEP Event.

5. For Anticipate meeting goal?, select Yes or No.

The marking period title is editable if anything other than "Every grading period" or "Quarterly" was selected for the "Frequency of Progress Monitoring" on the Demographics and Desired Outcomes step of the IEP Event.

IEP Goals Progress Report

6. Enter any Comments on progress for this goal based upon the Mastery Criteria.

IEP Goals Progress Report

7. Use the Previous Goal and Next Goal buttons in the top-right to navigate through student goals, or use the Goal # pull-down to move on to the next goal.

Once all goals for a domain have been addressed, clicking the Next Goal button will open the next domain.

The Goal Progress Comment History section displays after the comments section, and includes previous progress comments.

If the district has the "Progress Monitoring Charts" setting enabled in SSS > General,  users are able to graph progress data for each goal. This section displays beneath the Goal Progress Comment History. The Mastery Criteria, Start Date, and End Date will populate automatically.

8. Enter the student's Expected Level.

9. For the first data point, select the Date and enter the Data. Press Enter to add the row.

10. Add at least two more data points (3 total).

The graph will display the connected data points, a trend line, and the Expected Mastery level.

11. Select the next domain (or goal if in same domain) from the Domain and Goal pull-downs at the top of the Progress Report, and repeat the steps listed above until all goals have been progressed monitored and graphed.

12. To print the progress report, click Print at the top of the screen.

13. Select the Disable Watermark option and click Preview.

14. Click Print Form and then follow your computer's prompts to print the report.

Amended IEP

Focus allows for updates or changes to be made to an annual IEP by initiating the Amended IEP event. The Amended IEP event is housed in the Event pull-down on the Manage Student screen for ESE.

The Amended IEP event cannot be initiated if the current locked IEP event has expired. A warning message will display.

When the Amended IEP is opened, it is populated with the information entered on the IEP Event. The IEP Plan Date, IEP Services Start Date, and IEP Plan End Date are locked from editing.

1. Update the Amend IEP event according to district policy.

Fields will display with a yellow highlight when changes are made, with the exception of select one or select multiple fields.

2. Click Save & Validate on each step.

When the Amended IEP is printed, select the "Highlight Changes" option to display the changed fields with a yellow or gray background.

Amended IEP - IEP Goals Progress Report

When an IEP is amended to add or modify goals, the open IEP Goals Progress Report will reflect those changes on a new tab once the Amended IEP has been locked. Similarly, if the amendment entails a change in the frequency of reporting progress, the historical progress can be viewed on a separate tab along with the new progress.

1. In the IEP Goals Progress Report, click the Amended IEP tab. 

If the frequency of reporting progress has been changed to anything but Quarterly or Every Grading Period, the Progress Period dropdown will show PP1, PP2, etc., as will the Marking Period column headers.

The number of Progress Periods (PP) that display is dependent upon the maximum number set by the district in SSS > General.

2. Select a Progress Period (or start with the default PP1); the corresponding PP will show as enabled in the Progress Code section.

3. Click in the Progress Code column header to edit the PP label.

The Progress Period will automatically update to match the edited PP label.

4. Select a Progress Code.

The "Anticipate meeting goal?" and "Goal Progress Comment History" sections also show the new reporting frequency and renamed PP title.

5. Select Yes or No and enter comment.

6. Update the data chart to create new progress graph for existing goals, or if a new goal was added, enter the data to create a new graph.

Existing Goal with New Frequency of Reporting Progress:

New Goal with New Frequency of Reporting Progress

7. Click the IEP Event tab to view the historical progress report. All fields on the original IEP Event tab will be locked and cannot be edited.

EP Meeting Notice

The EP Meeting Notice event should be completed and locked prior to initiating the EP for Gifted Students event.

Notice of EP Meeting

1. Select the recipient of the notice from the To the pull-down.

2. Select the date Date of Notice.

3. Select the Purpose of the Meeting and Persons invited to the Meeting.

4. Enter the Date, Time, Location, and, if applicable, the Room in which the meeting will take place.

Document3

5. Enter the Name, Position, and Phone for the contact and source for additional information.

The values from the Meeting Information and Return Contact and Course for Additional Information sections will copy to the top section of the second page of the form.

6. In the Procedural Safeguards section, enter the name, position, and phone number of the contact person.

Document3

7. Fill in any remaining required fields. At the bottom of page 2, select 1st Notice, select the Date, select the Written radio button, and enter any Contact Notes.

IEP Meeting Notice

8. After entering the 1st Notice information, click Save & Validate at the top of the screen. This will generate an error message because the 2nd Notice fields must still be completed.

9. Click OK to save a draft.

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A red warning message displays at the top of the form.

10. To print the first meeting notice for the parent/guardian, click Print at the top of the screen.

11. Select Disable Watermark to print the forms without the red draft watermark.

IEP Meeting Notice

12. Deselect the Print option for any forms that are not needed.

IEP Meeting Notice

13. Click Preview.

IEP Meeting Notice

14. Click Print Form and follow your printer's prompts.

IEP Meeting Notice

15. Click Return to Focus when finished.

IEP Meeting Notice

16. At the appropriate time, document the second notice by clicking View on the EP Meeting Notice event for the student.

Manage Student

17. At the bottom page 2 of the Notice of EP Meeting step, select 2nd Notice, enter the Date, and select the Type of notice. Enter any Contact Notes.

IEP Meeting Notice

18. Click Save & Validate at the top of the screen. To print the notice, click Print and follow the same procedure as in steps 11-15 above.

IEP Meeting Notice
Receipt of Procedural Safeguards

The Receipt of Procedural Safeguards can be printed from this event and given to the parent/guardian.

Locking the EP Meeting Notice

At the appropriate time after both notices have been sent, the meeting notice event can be locked by the individual with profile permission.

1. In the Active Events tab, locate the EP Meeting Notice event and click Lock.

Manage Student

A pop-up window displays with a form that must be completed.

Manage Student

2. Select the check box that indicates the parent's/guardian's response.

3. Select an option to indicate that the meeting will take place as scheduled, the meeting was canceled, or if new notice is required.

4. Click Lock.

Manage Student

The event is moved to the Locked Events tab.

Manage Student
EP for Gifted Students

After the EP Meeting Notice is locked, the EP for Gifted Students event can be initiated for the student.

Gifted EP

1. Select the Date of Meeting.

2. Select the Plan Type.

3. Select the date for the Gifted Procedural Safeguards provided.

4. Select the EP Initiation Date.

EP for Gifted Students

5. Select the EP Duration Period.

The EP Review Date will auto-populate based on the EP Initiation Date and EP Duration Period.

6. Select the Gifted Services School if the student will receive gifted services at a school other than the current school of enrollment.

EP for Gifted Students

7. Enter the student's assessment information. Click the Test History link to open the student's Test History in a new tab.

EP for Gifted Students

8. At the bottom of page 1, select whether the student will participate in state and district-wide assessments with or without accommodations.

EP for Gifted Students

When WITH is selected, the first two questions on page 2 will become enabled and required.

EP for Gifted Students

9. Enter a narrative description of the student's needs for gifted services beyond the general curriculum and the basis for that determination. Enter the parent, guardian, and/or student input.

EP for Gifted Students

10. Select one or multiple priority gifted educational needs and enter a description of the area(s).

EP for Gifted Students

11. In the Individual Student Goals & Instructional Objectives section, enter the student's goals and objectives.

EP for Gifted Students

12. Select the gifted services the student will receive.

EP for Gifted Students

13. Select the Frequency of EP Goals Progress Reporting to parent(s)/guardians(s).

When Other is selected, the text box becomes enabled for you to specify.

EP for Gifted Students

14. Select whether the student requires related services.

If Yes is selected, the text box becomes enabled to describe the services.

EP for Gifted Students

15. After completing the form, click Save & Validate.

EP Matrix of Services

1. Select the Services Start Date.

EP for Gifted Students

2. For each domain, select a Level and select the applicable boxes. The ratings and cost factor will auto-calculate as level values are selected.

EP for Gifted Students

3. After completing the form, click Save & Validate.

EP Meeting Participants

A blank signatures page (2 pages long) without the Draft watermark can be printed ahead of the meeting and scanned or uploaded back into the EP event prior to locking the event.

1. At the bottom of page 1, answer the required questions.

EP for Gifted Students

2. At the top of page 2, answer the required questions.

EP for Gifted Students

3. Ensure the staff signs the statement of non-coercion.

EP for Gifted Students

4. After completing all required fields, click Save & Validate.

EP Supplements

If needed, supplemental forms can be selected to be completed at the EP meeting and/or to be sent home for the parent.

1. Select the form to add as a supplement and click Add this form.

The selected form is added to the table.

2. Click the Edit link.

3. Complete the form and click Save & Validate when finished.

EP for Gifted Students

4. Click Return to Focus.

EP for Gifted Students

A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.

EP for Gifted Students

5. To delete a supplement, click Delete.

EP for Gifted Students

The number of supplemental forms added to the student's event will display in parentheses next to the Supplement step on the steps menu.

Meeting Minutes

A different team member can be documenting the Meeting Minutes at the same time another team member is completing each of the EP steps/forms. Minutes can also be copied and pasted from a Word document.

Though two users can view/edit the same student, a warning message will display for one of the users if both try to fill out the same step at the same time. The warning "This step cannot be edited because it is already being edited" displays for the second user when they click on a step that is currently being edited by the first user.

1. Select the Date of the meeting.

2. Enter who the form is being Documented By.

3. Enter the Meeting Minutes. There must be a minimum of 3 words in the text box in order to save.

4. Click Save. Users can add to the text field after clicking Save if it is during the meeting.

5. The Add Minutes button is used if there is an additional meeting on a different date for the event. Clicking the button adds an additional meeting minutes form to the screen. The Add Minutes button should not be clicked to add additional minutes to a meeting already in progress or for a meeting on the same date.

Uploads

Uploads can be used to add documentation to an event, such as student work samples or forms completed by the parent/guardian of the student.  Uploads must be in PDF format in order to be available for printing.  

1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.

2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.

3. The number of uploads will display in parentheses on the side menu.

4. Click the pencil icon to edit the title of the file.

5. Click the red minus sign to delete the upload.

6. Click OK to confirm deletion.

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ESE Staffing/Eligibility Determination Meeting
Meeting Notification

1. Select the recipient of the letter from the To the pull-down menu.

2. Select the Date of Notice.

3. Select the Purpose of Meeting and Persons Invited to the Meeting.

4. Fill in all required fields of the form.

5. The contact and source for additional information and the Date, Time, Location, and Room in which the meeting will take place will auto-populate on the second page of the form when sections 4 and 5 are completed.

6. Log the attempts to notify the parent/guardian of the meeting. The signed form can be uploaded to the event using the Uploads step.

7. Click Save & Validate when the form is complete and all require fields contain data.

Receipt of Procedural Safeguards

The Receipt of Procedural Safeguards is included to print for the parent/guardian.

ESE Determination of Eligibility/Staffing

1. Select the Evaluation Category and Evaluation Instruments used with the student.

2. Select the Date of the evaluation.

3. Select the Date the Staffing and Eligibility Committee met on.

4. Select the box for the basis of recommendation.

5. Select the applicable eligibility options.

ESE Staffing/Eligibility Determination Meeting

6. Select the Date.

7. Print/type the names of persons attending the meeting in the Committee Members in attendance section.

8. Complete the form and all required fields and Save & Validate when finished.

ESE Staffing Supplements

If needed, users can add additional forms to ESE events.

1. Use the pull-down menu to choose the form to add as a supplement form to the event and click Add this form.

ESE Staffing/Eligibility Determination Meeting

The form will display in a table.

The number of supplemental forms being used will populate in parentheses next to the Supplements step on the steps menu.

2. Click the Edit link to open and edit the form.

3. After editing the form, click Save & Validate.

ESE Staffing/Eligibility Determination Meeting

4. Click Return to Focus.

ESE Staffing/Eligibility Determination Meeting

A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.

ESE Staffing/Eligibility Determination Meeting

5. Click Delete to delete a form from the list.

ESE Staffing/Eligibility Determination Meeting
Meeting Minutes

A different team member can be documenting the Meeting Minutes at the same time another team member is completing each of the steps/forms. Minutes can also be copied and pasted from a Word document.

Though two users can view/edit the same student, a warning message will display for one of the users if both try to fill out the same step at the same time. The warning "This step cannot be edited because it is already being edited" displays for the second user when they click on a step that is currently being edited by the first user.

1. Select the Date of the meeting.

2. Enter who the form is being Documented By.

3. Enter the Meeting Minutes. There must be a minimum of 3 words in the text box in order to save.

4. Click Save. Users can add to the text field after clicking Save if it is during the meeting.

5. The Add Minutes button is used if there is an additional meeting on a different date for the event. Clicking the button adds an additional meeting minutes form to the screen. The Add Minutes button should not be clicked to add additional minutes to a meeting already in progress or for a meeting on the same date.

Uploads

Uploads can be used to add documentation to an event, such as student work samples or forms completed by the parent/guardian of the student. Uploads must be in PDF format in order to be available for printing.  

1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.

2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.

3. The number of uploads will display in parenthesis on the side menu.

4. Click the pencil icon to edit the title of the file.

5. Click the red minus sign to delete the upload.

6. Click OK to confirm deletion.

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SP Meeting Notice

1. Select the title of the recipient of the letter from the To the pull-down.

Service Plan Meeting Notice

2. Select the Date of Notice for the first notice.  

3. Select the Purpose of Meeting and Persons Invited to the Meeting.

4. If requesting excusal of a required team member, select Yes in part 3 of the form, select the member, and select whether or not they have provided written input.

IEP Meeting Notice

The SP Excused Member Report step will become required and the applicable team member can log in to fill out the form (if they have access to SSS).

5. In the 4. Meeting Information section, enter the meeting Date, Time, Location, and Room (if applicable). This will copy to page 2.

IEP Meeting Notice

6. In the 5. Return Contact and Source for Additional Information section, enter the Name, Position, and Phone for the person to whom the form should be returned and who parents can contact for questions. This will copy to page 2.

IEP Meeting Notice

7. Enter the contact information for any additional sources of assistance.

Service Plan Meeting Notice

8. At the bottom of page 2, select 1st Notice, select the Date, select the Written radio button, and enter any Contact Notes.

IEP Meeting Notice

9. After entering the 1st Notice information, click Save & Validate at the top of the screen. This will generate an error message because the 2nd Notice fields must still be completed.

10. Click OK to save a draft.

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A red warning message displays at the top of the form.

11. To print the first meeting notice for the parent/guardian, click Print at the top of the screen.

IEP Meeting Notice

12. Select Disable Watermark to print the forms without the red draft watermark.

IEP Meeting Notice

13. Deselect the Print option for any forms that are not needed.

IEP Meeting Notice

14. Click Preview.

IEP Meeting Notice

15. Click Print Form and follow your printer's prompts.

IEP Meeting Notice

16. Click Return to Focus when finished.

IEP Meeting Notice

17. At the appropriate time, document the second notice by clicking View on the Service Plan Meeting Notice event for the student.

Manage Student

18. At the bottom page 2 of the SP Meeting Notice step, select 2nd Notice, enter the Date, and select the Type of notice. Enter any Contact Notes.

IEP Meeting Notice

19. Click Save & Validate at the top of the screen. To print the notice, click Print and follow the same procedure as in steps 12-16 above.

IEP Meeting Notice
Locking the Service Plan Meeting Notice Event

At the appropriate time after both notices have been sent, the Service Plan Meeting Notice event can be locked by the individual with profile permission.

1. In the Active Events tab, locate the Service Plan Meeting Notice event and click Lock.

Manage Student

A pop-up window displays with a form that must be completed.

Manage Student

2. Select the check box that indicates the parent's/guardian's response.

3. Select an option to indicate that the meeting will take place as scheduled, the meeting was canceled, or if new notice is required.

4. Click Lock.

Manage Student

The event is moved to the Locked Events tab.

Manage Student
Service Plan

Once the Service Plan Meeting Notice event is completed and locked, the Service Plan event can be initiated.

SP Student Demographics

Student demographic information will populate in the appropriate fields on the form.

Service Plan

1. Select the SP Type.

2. Select the 3 Year Reeval Due Date.

3. The SP Plan Date and SP Plan End Date will auto-populate from the locked SP Meeting Notice.

If multiple meeting notices were created, the system pulls the dates from the most recent locked notice.

4. Enter the SP Services Start Date.

IEP Event

5. Selecting Yes for for any of the Transition questions will display the Transition step on the left side of the screen.

6. If Yes is selected for the Self-Determination and Self-Advocacy section, then self-determination must be addressed through annual goals, short-term objectives/benchmarks, or services in the SP.

IEP Event

7. Indicate if and how the parent/guardian/student was provided with procedural safeguards or transition resources.

IEP Event

8. Select the Frequency of IEP Goals Progress Reporting to Parents.

Service Plan

9. Enter the Statement of Expected Outcomes and Additional Benefits at time of graduation, if applicable.

Service Plan

10. Click Save & Validate at the top of the screen when finished completing the form.

SP Present Levels (PLAAFP)

This step features a hyperlink to the student’s SIS Test History, which opens in a pop-out window. Standardized test data will also automatically populate from the Test History record. Each Domain in the PLAAFP must be addressed whether or not the student needs instruction, support, or services for that domain. 

  • Each Domain must describe the student’s strengths and challenges, if any.
  • Each Domain must have YES or NO selected as an Area of Concern.
  • Only Domains selected as YES will be available for selection on the Goals & Objectives screen.
  • Transition Service Area(s) can also be selected for each Domain for Transition SPs.
IEP Event
  • The Effect of Disability and The Student's Priority Educational Need(s) statements should consider all domains as there are not separate statements per Domain.
IEP Event
  • Domains selected as YES for Area of Concern will be selected at the end of page 5 for verification.
  • Any Transition Service Activity Areas selected on one or more Domains can be manually selected at the end of page 5.
IEP Event

Click Save & Validate when the form is complete.

SP Goals and Objectives

Districts have the option to use the default one-domain-per-goal option, or the multiple-domains-per-goal option (consolidated domains). Districts can also require two objectives in order to save a goal. These options are set at the district level in SSS > General. The domains selected as an Area of Concern in Present Levels populates headers in this section of the SP.

If no domain was selected as YES for Area of Concern on the Present Levels step, an error will display. Return to the Present Levels step and mark the applicable domain(s) as YES for Area of Concern.

Default Goals & Objectives

If the district is using the default one-goal-per-domain option, this message is displayed until each domain has at least one goal saved.

If the district also requires two objectives per goal, an additional statement displays indicating that each goal must have at least two objectives.

IEP Event

1. Click the Create Goal button.

2. Select the Domain in which to add the goal. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

3. Select the staff and/or teachers that will be responsible for the implementation/progress monitoring of the goal.

4. Select the Service Type.

5. The Goal Start Date and Goal End Date will auto-populate but can be edited by turning off the toggles Use Plan Start Date and Use Plan Review Date.

The Goal Start Date and Goal End Date are auto-populated from the SP Plan Date and SP Plan End Date fields in the SP Student Demographics step.

6. Select the Schedule of Services. Options are SP Duration and Additional Schedule of Services.

7. Enter the Condition, Behavior, Criterion and Timeframe for the goal statement. As you type, the blue header will update with the goal statement.

8. Select the Mastery Criteria of the goal. After selecting an option, additional fields will display for entering the criteria.

9. Identify the Assessment Procedures that will be used for data collection on the student's progress toward goal mastery.

10. Select how frequently progress monitoring data will be collected.

The title of this field and the field options are customized by the district in SSS > General. A custom message may also be included above this field.

The Diagnosis, Instructional Area, and Transition Service Area(s) fields may also display on this screen, depending on whether the district has enabled the Additional Goal Fields option in SSS > General.

11. Click the Add button to view the Objectives screen, which is a pop-up.

12. The information entered in Condition, Behavior, Criterion and Timeframe for the goal will auto-populate into the Objective Details fields.

13. Click the Clear button at the top of the pop-up to clear the fields and enter different verbiage.

14. Click the blue Add button when finished entering text.

Click Cancel or the X to exit the pop-up window without adding the objective.

16. Click Edit or Remove next to the objective to edit or delete the objective.

17. Click the Save button at the bottom of the screen after the goal has been written and objectives have been added.

After saving the Goal and Objective, the system reverts to the Create Goal screen where the new goal will display and additional goals can be created in the same or a different domain.

18. Click the links to Edit or Remove the goal.

Consolidated (Multiple) Domains per Goal

If the district has enabled the option for a goal to apply to multiple domains (consolidated domains), no message displays upon initiating the Goals & Objectives step.

1. Click Create Goal.

IEP Event

2. Select the Domain in which to add the goal. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

3. In the Secondary Domain pull-down, select one or multiple secondary domains. This pull-down is populated from the domains identified as an Area of Concern selected on the Present Levels step.

IEP Event

4. Select the staff and/or teachers that will be responsible for the implementation/progress monitoring of the goal.

5. Select the Service Type.

6. The Goal Start Date and Goal End Date will auto-populate but can be edited by turning off the toggles Use Plan Start Date and Use Plan Review Date.

The Goal Start Date and Goal End Date are auto-populated from the SP Plan Date and SP Plan End Date fields in the SP Student Demographics step.

7. Select the Schedule of Services. Options are SP Duration and Additional Schedule of Services.

8. Enter the Condition, Behavior, Criterion and Timeframe for the goal statement. As you type, the blue header will update with the goal statement.

9. Select the Mastery Criteria of the goal. After selecting an option, additional fields will display for entering the criteria.

10. Identify the Assessment Procedures that will be used for data collection on the student's progress toward goal mastery.

11. Select how frequently progress monitoring data will be collected.

The title of this field and the field options are customized by the district in SSS > General. A custom message may also be included above this field.

The Diagnosis, Instructional Area, and Transition Service Area(s) fields may also display on this screen, depending on whether the district has enabled the Additional Goal Fields option in SSS > General.

12. Click the Add button to view the Objectives screen, which is a pop-up.

13. The information entered in Condition, Behavior, Criterion and Timeframe for the goal will auto-populate into the Objective Details fields.

14. Click the Clear button at the top of the pop-up to clear the fields and enter different verbiage.

15. Click the blue Add button when finished entering text.

Click Cancel or the X to exit the pop-up window without adding the objective.

16. Click Edit or Remove next to the objective to edit or delete the objective.

17. Click the Save button at the bottom of the screen after the goal has been written and objectives have been added.

After saving the Goal and Objective, the system reverts to the Create Goal screen. The selected secondary domain(s) will display the same goal.

IEP Event

18. Click the links to Edit or Remove the goal.

IEP Event
SP Support Services

To accommodate situations where a student’s SP may carry from one school year or grade level to the next, the system allows users to create up to 4 different Schedules of Services for an SP validity period. This also accommodates ESY when service dates and total minutes will be different. This screen contains a hyperlink to view the student’s schedule in a new window.

1. Select the ESE IDEA Educational Environment from the drop-down. This field is required, and defaults to Z if no option is selected.

2. Click Add Schedule.

A series of tables will display to select Instructional Services, Related Services, Supplementary Aids and Services, and Supports for School Personnel.

3. Select a Schedule Type from the drop-down. The selected Schedule Type will display on the Accommodations screen so that accommodations will match in the event that multiple schedule types are selected.

The Total School Minutes will auto-populate with the value entered in Setup > School Information. These are the bell-to-bell minutes. The system will display the Calculated ESE Minutes and Percent GE as ESE minutes are added to the schedule. This will facilitate the LRE Considerations selection.

The Total School Minutes per Week field can be used for ESY minutes when the student has multiple schedules or in the case of pre-K moving to Kindergarten during the validity period of the SP.

5. The Start Date and End Date will auto-populate based on the start date and review date of the SP. To manually enter a start date, click the Use Plan Start Date toggle so that it turns off and enter the date. To manually enter the end date, click the Use Plan Review Date toggle so that it turns off and end the date. The SP Plan Date and SP Review Date display for reference if one or both of the toggles are turned off.

Dates are typically manually entered to match any specific goal that may only be active for a portion of the SP validity period, where the selected services for supporting that goal will only be for that timeframe.

If Additional Schedule of Services was selected as the schedule type, the start and end dates will need to be adjusted accordingly. A text field will be provided to enter a title for the schedule.

The start and end dates will auto-fill on the Accommodations screen when the schedule type is selected. This is to ensure that the goal, schedule of services, and accommodations align as necessary.

6. In the Instructional Services section, click the Add button to select the Specially Designed Instructional Services; this opens a pop-up box.

7. Select the Specially Designed Instruction the student will receive in support of the goal.

In the How? pull-down, select how the instruction will be provided. Selecting Other will display a open text field to enter a specially designed instruction that does not appear in the pull-down.

Click the radio button to select the Location, either GE or ESE.

Enter the number of Minutes per Week. This is the total number of minutes of the instruction that will be provided with regard to the frequency (daily, weekly, monthly, etc.). ESE minutes wil be subtracted from the Total School Minutes per Week to calculate the LRE. Gen ed minutes are not subtracted.

In the Progress/Grade Determined By pull-down, select who determines the grade or progress for the student. Selecting Other will display an open text field to define the role.

8. Click Create. The pop-up will close and you will return to the SP Support Services screen.

9. In the Related Services section, click the Add button to select the Related Services, which opens a pop-up box.

10. Use the Services pull-down to select the related service the student will receive in support of the goal. If no services are needed select The team has addressed this area and determined that services are not appropriate at this time. 

Select the Service Type (Direct or Consult). Selecting Consult will display an open text field to enter how or to whom the consult will be provided.

Click the radio button to select the Location, either GE or ESE.

Enter the number of Minutes per Week. This is the total number of minutes of the instruction that will be provided with regard to the frequency (daily, weekly, monthly, etc.). ESE minutes wil be subtracted from the Total School Minutes per Week to calculate the LRE. Gen ed minutes are not subtracted. This does not apply if Transportation is selected as the related service.

Select who the service is Provided By.

Selecting Transportation as the related service will require the selection of the Transportation Code(s).

The options available for the Transportation Code pull from custom_2125.

11. Click Create. The pop-up will close and you will return to the SP Support Services screen.

The district may have enabled the option to replace "Minutes per Week" with "Minutes" and "Frequency of Minutes" for Instructional Services and Related Services in SSS > General.

12. In the Supplementary Aids and Services section, click the Add button to select any supplementary aides and services the student will receive.

13. Use the Services pull-down to select the supplementary aids or service the student will receive. If no services are needed, select The team has addressed this area and determined that services are not appropriate at this time. 

Select the Service Type (Direct or Consult). Selecting Consult will display an open text field to enter how or to whom the consult will be provided.

Select the Frequency of the aid or service.

Select who the aid or service is Provided By.

14.  Click Create. The pop-up will close and you will return to the SP Support Services screen.

15. In the Support Services for School Personnel section of the screen, click the Add button to select any support services for school personnel.

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16. Use the Services pull-down to select the support service needed for school personnel. If none needed, select The team has addressed this area and determined that services are not appropriate at this time. Selecting Other will display an open text field to define a support service not available in the dropdown.

Select the Initiation Date and Duration Date of the service.

Select the Frequency in which the service will occur.

17. Click Create when finished.

18. After all services have been added, click Save at the top of the screen.

 

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The top of the completed Schedule of Services will display the calculated Time with Non-Disabled Peers showing as Percent GE in addition to any ESE minutes. This value will determine the student’s LRE Considerations.

19. Click Edit or Remove next to a section on the Schedule of Services to edit or remove the service.

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20. To remove the entire Schedule of Services, click Remove at the top of the screen.

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21. If applicable, click Add Schedule at the top of the screen to create an additional Schedule of Services that may take effect for a different date range than the first.

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When the Schedule of Services will be for a portion of the validity period as when students are transitioning from middle school to high school, then select Additional Schedule of Services from the Schedule Type pull-down and provide a title. This may need to be done more than once to cover SP validity period. Disable the Use Plan Start Date and Use Plan Review Date toggles and enter applicable start and end date. Manually enter the Total School Minutes per Week if applicable.

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Entering a Start Date that precedes the SP Plan Start Date or an End Date that extends beyond the SP Plan Review date will display the date fields in red and the Schedule of Services will not save.

For students who require transportation services, validations may require a transportation service to be added to the first schedule. When adding additional schedules, a pop-up window will display after clicking Add Schedule which will ask "Are transportation services required for this schedule?" Clicking Yes will select the "Transportation Service(s) required" check box, which displays above the Related Services table on the added schedule. Adding a transportation service to the schedule will be required. If No is selected in the pop-up window, the "Transportation Service(s) required" check box will not be selected, and adding a transportation service to the schedule will not be required.

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SP Accommodations/Modifications

The default value for the Instructional Accommodations step is "The Team has determined that the following accommodations/supports are necessary…." and "Determination of Need for Instructional Accommodations and Support," which will only display the Accommodations table for allowable accommodations on state assessments.

1. For each tab, select the Schedule type to which these accommodations will apply. Only the Schedule Types selected on the SP Support Services will display here.

2. Select the Accommodation, Location, and Frequency using the drop-down menus.

The Duration dates will auto-populate based on the Schedule Type selected.

3. Press the Enter key to add the row. A red save button will also display that must be clicked to save the form.

Selecting "Extended Time" as the Accommodation on the Scheduling tab displays an additional Extended Time column where an option must be selected.

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5. Selecting the second box for Other Accommodations may not be allowed on Statewide Assessments displays the Other Accommodations table below. An open text field displays to manually enter the Accommodation details. The accommodation may be an instructional accommodation that may not be allowed on statewide assessments.

6. After entering accommodation information in the blank row, press Enter to add the row.

7. Click Save.

If an error is made when making selections in the insert row, click Reset Insert Row to clear the selections.

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The district may have enabled one or more of the following accommodation options in SSS > General:

  • Accommodation Extended Time Custom List - replaces the default Focus list
  • Accommodation Extended Time Free Text Option - adds a new column next to Extended Time to enter a custom value
  • Accommodation Small Groups Custom List- replaces the default Focus list of small group options
  • Accommodation Small Groups Free Text Option - adds a new column next to Small Groups to enter a custom value
SP Assessment Participation

This form displays a hyperlink to the student’s Test History screen on the SIS student record.

1. Select Yes or No for the question "Do you need to determine Alternate Assessment Eligibility?" If Yes is selected, the radio buttons on the form become required fields.

To determine eligibility for Alternate Assessment, all questions on page 1 and 2 must be answered.

If the student is found eligible for Alternate Assessment, the selected FSAA type will be pushed to the student’s ESE tab upon locking the SP.

2. On page 3, regardless of the eligibility for Alternate Assessment, select the specific assessment(s) and applicable testing accommodations. Accommodations can only be selected if the Status is Yes-Accommodations.

If extended time is the intended accommodation for Flexible Scheduling, be sure to select a value from the Describe Extended Time pull-down above it.

Notes

3. Click Save & Validate after completing the form.

SP LRE Considerations

The % GE from the blue bar on the SP Support Services will pre-determine which radio button is selected when this form is opened. If the % GE on the SP Support Services is less than 40%, the third radio button will be pre-selected, allowing selection of either of the 2 remaining buttons.

Selecting any of the last 3 radio buttons makes the middle of the form required.

1. Fill in all required fields to complete the form.

2. Click Save & Validate after completing the form.

SP Meeting Participants

A blank version of the form without the Draft watermark can be printed ahead of the meeting and scanned or uploaded back into the Service Plan event prior to locking the event.

Service Plan

1. Select responses to the required items on pages 1 and 2.

Service Plan
Service Plan

2. After completing the form, click Save & Validate.

SP Supplements

If needed, users can add additional Service Plan Meeting Notice forms to Service Plan events.

1. Select the form to add as a supplement and click Add this form.

The selected form is added to the table.

2. Click the Edit link.

3. Complete the form and click Save & Validate when finished.

EP for Gifted Students

4. Click Return to Focus.

Service Plan

A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.

EP for Gifted Students

5. To delete a supplement, click Delete.

EP for Gifted Students

The number of supplemental forms added to the student's event will display in parentheses next to the Supplement step on the steps menu.

Meeting Minutes

A different team member can be documenting the Meeting Minutes at the same time another team member is completing each of the steps/forms. Minutes can also be copied and pasted from a Word document.

Though two users can view/edit the same student, a warning message will display for one of the users if both try to fill out the same step at the same time. The warning "This step cannot be edited because it is already being edited" displays for the second user when they click on a step that is currently being edited by the first user.

1. Select the Date of the meeting.

2. Enter who the form is being Documented By.

3. Enter the Meeting Minutes. There must be a minimum of 3 words in the text box in order to save.

4. Click Save. Users can add to the text field after clicking Save if it is during the meeting.

5. The Add Minutes button is used if there is an additional meeting on a different date for the event. Clicking the button adds an additional meeting minutes form to the screen. The Add Minutes button should not be clicked to add additional minutes to a meeting already in progress or for a meeting on the same date.

Uploads

Uploads can be used to add documentation to an event, such as the signature form and any evaluations completed. Uploads must be in PDF format in order to be available for printing.  

1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.

2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.

3. The number of uploads will display in parenthesis on the side menu.

4. Click the pencil icon to edit the title of the file.

5. Click the red minus sign to delete the upload.

6. Click OK to confirm deletion.

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