BOY Training: Conference Summary

1. BOY Training: Conference Summary Ginger Meade, KDE October 3, 2014

2. Conference Summary Options • Conference Summary Referral – Initial- this document should be used to document receipt and review of a Referral for special education and for Initial ARC meetings. • Conference Summary– this document should be used for all other ARC meetings including but not limited to meetings for the purposes listed below: • Reevaluation Plan Eligibility/Continued Eligibility • Disciplinary Review IEP developed/reviewed/revised • Placement options and decisions

3. Conference Summary Referral – Initial Path: Student Information > Special Ed > General Select Conference Summary Referral – Initial Click Create Document

4. Evaluation Editor: This field auto-populates with the date the document was created, however you can change it to the ARC date.

5. Student Demographics: Since this is an initial, no disability is yet identified.

6. Basis for the ARC Decisions If Written Assessment Report Date is selected, a date is required to save

7. Document Parent Concerns and Input Data is required in this field (this is an unlimited character scroll textbox)

8. Medicaid • Document the appropriate action(s) when a student is eligible for Medicaid services. • The ‘Do not Print’ checkbox should be selected when the purpose of the meeting does not include ‘Medicaid’ AND the user prefers the section to not print.

9. Other Factors Relevant to the Action • Select None Identified, if appropriate • Select Identified factors relevant to the action if appropriate. If selected, factors must be documented in the textbox

10. New Team Meeting From here you select New Team Meeting

11. This is a required field, even if the parent did not attend or participated by alternate means, this field requires data • Enter date in which Parent Rights and appropriate Due Process forms were distributed Select means in which Parent Rights and appropriate Due Process forms were distributed; at least one selection is required.

12. Click on Add New Attendee for each member of the ARC in attendance This is what you enter, Name and Role of each member. This is what you see on the printed Conference Summary

13. Summary Notes All notes typed in this field will print on the conference summary.

14. Conference Summary Select Conference Summary Click Create Document

15. Evaluation Editor Auto-populates with the date the document was created, but can be changed. Data entry is required in specific editors based on the purpose of the meeting before the document can be locked. A read onlyfield populated from the eligibility determination date entered on the Eligibility/Continued Eligibility editor, if appropriate.

16. Student Demographics Always select! Then click Save & Continue Demographic data will be populated/updated with Census data Primary Disability auto populates from the student’s current, locked Conference Summary | Eligibility/Continued Eligibility editor, if applicable.

17. Basis for the ARC Decisions Same as Initial Parent Concerns and Input Same as Initial Always remember to select Save & Continue or Save

18. Reevaluation Plan When ‘Reevaluation Plan’ is the selected Purpose for the meeting, the user must select either (1) OR (2) AND click the checkbox for ‘The parents have been informed of these decisions’. ‘Do not Print’ checkbox should be selected when the purpose of the meeting does not include ‘Reevaluation Plan’ AND the user prefers the section to not print. You always have to inform the parents/guardian, you cant save without this box

19. Eligibility/Continued Eligibility NEVER select this box!!!!! • Date of Eligibility Determination: Enter month, day and year of the last date that eligibility for services was determined by the ARC. This date: • Auto populates to the students most recent Date of Eligibility Determination regardless of the purpose selected • Will populate as a Read Only field on the ARC Header Editor. • Will also calculate the Reevaluation Date of the student on various reports within Infinite Campus and the IDEA December 1 Child Count.

20. The Primary Disability will: • auto populate with the most recent P.D. regardless of the purpose of the meeting • auto populate from the students previous Conference Summary regardless of the purpose selected • If Multiple Disabilities selected as Primary Disability at least two Underlying Disabilities must be selected The location of this field is the data owner of Primary Disability and will populate the IDEA December 1 Child Count

21. Disciplinary Review Select if a Disciplinary Review is the purpose of the meeting The ‘Do not Print’ checkbox should be selected when the purpose of the meeting does not include ‘Disciplinary Review’ AND the user prefers the section to not print. Notes that are entered within this editor will be printed within the Summary Notes section under a header labeled as the Editor Name.

22. IEP Developed/Reviewed/Revised • A selection MUST be made if IEP Developed/Reviewed • /Revised is selected as the • Purpose of the Meeting. • The ‘Do not print if meeting was to review a referral only’ checkbox should be selected when the purpose of the meeting does not include ‘Develop/Review/Revise the IEP’ AND the user prefers the section to not print. Notes that are entered within this editor will be printed within the Summary Notes section under a header labeled as the Editor Name.

23. Placement Options and Decisions • This editor should be progressed through starting with the first placement option: • If ‘Yes’ -enter the reason accepted and then proceed to the Consideration of Harmful Effects. • If ‘No’ -enter the reason rejected and proceed to the second placement option. • If ‘Yes’ - on second placement option, enter the reason accepted and then proceed to the Consideration of Harmful Effects. • If ‘No’ -enter the reason rejected and proceed to the third placement option. • If ‘No’ - on placement option one and two, yes must be selected for third placement with reason accepted entered. Once a selection of YES and reason accepted entered, no other data entry will be accepted.

24. Consideration of Potential Harmful Effects A selection of Consideration of Potential Harmful Effects must be made if Placement Options and Decisions was the selection for the Purpose of the Meeting.

25. Notice of Graduation or Aging Out Beginning when student is age 16 or younger, the ARC should document the student’s graduation plan or date of reaching maximum age. If age-out is selected the student’s 21st birthdate must be entered. The ‘Do not Print’ checkbox should be selected when the purpose of the meeting does not include ‘Notice of Graduation or Aging Out’ AND the user prefers the section to not print.

26. Other Factors Relevant to the Action Medicaid Same as Initial Same as Initial New Team Meeting Same as Initial

27. Summary Notes After you click Save & Continue, you will return to the Evaluation Editor screen. At this point you will select the Documents Tab to locate your Conference Summary

28. Summary Notes in Print

29. Locating and Locking the Conference Summary Documents are located within the school year they were created and will roll forward if Active during the following school year. To reveal current documents you first un-collasping/open, the school year folder (2014-2015) and then the Sub Folder (Plans, Conference Summary, Forms

30. To Lock the ConferenceSummary: 1. Highlight the document you wish to lock 2. Select the Lock/Unlock Tab

31. 3. The box below will appear and you click OK 4. The Conference Summary will appear locked under the Sub Folder.

32. Resources • If you have questions about using IC, first read the Data Standards at the link below:http://education.ky.gov/specialed/excep/Documents/SpEd%20Data%20Standards.docx • If you can’t find answers there contact Ginger Meade 502-564-4970 or ginger.meade@education.ky.gov