FORM INSTRUCTIONS .................................................................................................................................................................... 3
FORM CREATION ...................................................................................................................................................................................... 3 Option 1: Student Toolbar ............................................................................................................................................................... 3 Option 2: From within the ARD Form ............................................................................................................................................. 5 Option 3: From the “FIE/ARD Administration” Screen ..................................................................................................................... 6
NAVIGATION/TOOL BAR ........................................................................................................................................................................... 7 FORM COMPLETION .................................................................................................................................................................................. 8
Form Header ..................................................................................................................................................................................... 8 Information Discussed ...................................................................................................................................................................... 9 Additional Data Needed .................................................................................................................................................................... 9 Based Upon Data Reviewed............................................................................................................................................................ 10 Comments ....................................................................................................................................................................................... 10 Signatures ....................................................................................................................................................................................... 10
FIELD MAPPING ............................................................................................................................................................................ 11
SETUP AND CONFIGURATION ..................................................................................................................................................... 17
REVISION HISTORY ...................................................................................................................................................................... 18
A Review of Existing Evaluation Data (REED) is the review of a student’s current data to determine whether additional data is needed for an initial evaluation, or as a part of a child’s reevaluation. The REED is now a stand-alone form in IEPPLUS that can be found under the Student Summary > Forms > Review of Existing Evaluation Data.
FORM INSTRUCTIONS
FORM CREATION
The REED form may be created in 3 different ways:
1. as a stand-alone form from the Student toolbar 2. from within the ARD 3. through the FIE/ARD Administration Page
OPTION 1: STUDENT TOOLBAR The REED form may be created as a stand-alone form as follows:
1. Once a student has been selected, the student’s Name, ID, Birth date and Age will display. Click on the “Review of Existing Evaluation Data” link from the Forms menu.
The “Review of Existing Evaluation Data Summary” screen will display, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing form, click the appropriate link. To create a new form, click the ‘New’ icon.
If an ARD has been previously created in IEPPLUS, you can select it from the drop down list to link the meeting information to this form. To continue with the REED form creation process, click the ‘Create Form’ button. If this from is not linked to an ARD, you can Select, Create or Not create a meeting for this form. To stop the REED form creation, then click on the ‘Cancel’ button.
**Note – It is not required that the user select an ARD to attach to the REED form or a Meeting at this point. The ARD may be attached to an existing REED form or Meeting by navigating to the Maintenance > Form Information screen within the REED form and choosing a single ARD from the ‘Link Form To’ or Meeting drop down.
OPTION 2: FROM WITHIN THE ARD FORM The REED form may also be created from within the ARD form itself as follows:
1. Once a student has been selected, the student’s Name, ID, Birth date and Age will display. The Forms that can be created for a student will be listed. Click on the “ARD” link.
The “ARD Summary” screen will display, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing form, click the appropriate link.
2. Once the ARD form opens, navigate to the “Determination Of Present Levels Of Academic Achievement And Functional Performance” section. From here, scroll down to the bottom of the form and check on the “Review of Existing Evaluation Data (REED)” check box. Click on the ‘Add Review of Existing Evaluation Data Form’. The drop down menu is used to link a previously existing REED to this ARD.
OPTION 3: FROM THE “FIE/ARD ADMINISTRATION” SCREEN The REED form may also be created from within the “FIE/ARD Administration” screen as follows:
1. Once a student has been selected, the student’s Name, ID, Birth date and Age will display. The Forms that can be created for a student will be listed. Click on the “FIE/ARD Administration” link.
2. Once the screen opens up, locate the ARD Name & ARD Date in which you want to add the REED form. From the drop-down menu, choose “Review of Existing Evaluation Data” and then click the “Add ARD Supplement”.
After the REED form has been created it will display to the screen. A tool bar will display on the left side of the screen, divided into the following areas:
1. Sections There is a separate link for each section of the form. Click on any link to move to that section. This particular form only contains one section called “Main.
2. Maintenance These options will maintain Form Information, such as Form Name, Form Type, Date Range, ‘Link Form To’ info. Delete functionality is available depending on user security.
3. Validation These options will change the status (Locked, Unlocked, Ready for Review, and Finalized).
4. File Attachments
Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment.
5. Archives Archives are permanent PDF copies of the form. Click Finalize in the Validation section to create an Archived copy. The form should be finalized and archived only after it has been fully completed and a copy has been sent home to the student’s parents or guardians.
Example of when a form is finalized for the first time:
Example of when a form is revised, the original PDF now displays an “O”:
Example of when a revised form is finalized, the original PDF now displays an “O” and the latest revised form is indicated with a paper icon:
Example of when a revised form is revised again, the previously revised PDF now is indicated as an “R”:
The following options will display at the top and bottom of the form (see screenshot below):
Save Information from each section should be saved before moving to another section.
Return Click the Return icon to return to the Form Summary screen.
Print Preview Print Preview will display the form in Adobe Acrobat. Mouse over the bottom of the form preview to see the toolbar illustrated below. Select the Print icon or click the Save icon to save a copy of the form to your computer. The plus (+) icon will enlarge the preview for ease of viewing.
FORM COMPLETION
FORM HEADER
1. Date of Meeting - this field will automatically populate depending on the way in which the REED form is created:
a) When the user links an ARD that has a meeting attached, the ‘Date of Meeting’ field will populate with
the ARD’s Meeting Date.
b) If the user links an ARD that has no meeting attached, then the ’Date of Meeting’ field will populate with the ARD Form Start Date.
c) When the REED is not linked to an ARD, then the ‘Date of Meeting’ field will populate with the date that the REED was created.
d) If the REED form has already created, the user also has the ability to manually change the ‘Date of Meeting’ as needed.
NOTE: The Date of Meeting does not create an actual meeting record for the student.
2. Type of Meeting – Initial Evaluation, Reevaluation and Special Request. The three check boxes will be greyed out when the REED is not linked to an ARD that has a meeting. The check boxes will be available to check once the REED is associated to an ARD which has a meeting.
INFORMATION DISCUSSED This section of the REED form consists of a grid of 8 check boxes with a corresponding textbox & date textbox per line item. Below is a 2-line sample of what the grid looks like:
ADDITIONAL DATA NEEDED This section consists of a series of 8 check box subsections with 3 corresponding textboxes. If the user checks on the “No additional data are needed” check box, then there is no need to enter any data in the textboxes. However, if the user checks on the “The following evaluation data are needed” check box, then the user will need to enter the additional data that is required, the Timeline, and the Staff Responsible in the appropriate textboxes. A sample of the check box subsections is as follows:
BASED UPON DATA REVIEWED This section of the form consists of 2 main check boxes: “No additional evaluation data are needed”, and “Additional data are needed”. If the user checks on the 1st main check box (“No additional evaluation data are needed”), then 2 secondary sets of Yes/No check boxes open up along with a corresponding textbox. However, if the user checks on the 2nd main check box, then the 1st main check box, secondary check boxes, and textbox become inactive. An example of this is illustrated below:
COMMENTS This section is simply a free-form text box in which the user may add any comments about the REED process.
SIGNATURES The Signatures section will populate with the Name according to the Position chosen in the Meeting record if the REED is associated to an ARD meeting. The ARD meeting’s attendees will appear in the REED.
**The Date of Meeting does not create nor update the actual Meeting record. If an REED form is created without linking an ARD or a
Meeting date, the form will be created and a form ‘Date’ (the day the form was created) will be indicated.
If the user links an ARD that has a meeting attached, the ‘Date of Meeting’ field will populate with the ARD’s Meeting Date. It will be displayed as ‘Read Only’.
If the user links an ARD that has no meeting attached, then the ’Date of Meeting’ field will populate with the ARD Form Start Date.
The REED form has the ability to create or select a meeting during form creation.
If the REED has already been created, the user has the ability to manually change the ‘Date of Meeting’ as needed, if it is not linked to an ARD.
Form Information provides the ability to Link/Unlink an ARD Form, Select/Deselect a Meeting, if an ARD is not linked, and modify the Form Date, if necessary.
Displays the meeting attendees from the meeting record that is associated to the ARD or REED form. If no ARD form or meeting is linked, the signatures grid will not appear. The Positions that will always display are as follows: Parent(s)/Adult Student Assessment Professional Administrator General Education Teacher Special Education Teacher Student All others not in the above list will display with their chosen Position under the “Other Participants”.
2. Select the name of the table from the drop down list (ex: “Meeting Reason”):
3. To add a code: choose ‘New’ from the top menu. 4. Enter the code in the yellow box, and then click on ‘Update’ and then ‘Save’ the record.
5. To add or edit an Alternate Code, first click ‘Show Alternate Codes’ at the top of the page. Then click Edit on
the applicable Code record to open the record for changes.
Once the record is open, click the appropriate link to add a new Alt Code or Edit an existing one. Clicking delete will remove an existing Alternate Code. When finished with the changes, click the Save icon.
The ability to View, Add, Edit, Delete, Lock, Unlock, and Finalize the REED form is controlled through the security settings. To edit these settings, an administrator would navigate to Security > Manage Groups (or Manage Users) > Permissions, and then choose the appropriate check boxes to restrict or allow the group (or individual user) specific rights to the REED form. A screenshot of the permission screen is illustrated below:
REVISION HISTORY
10/23/2015:
Removed the meeting reason links and created independent check boxes. The form no longer requires an ARD or Meeting date linked to the form. The form can be finalized without a meeting or linked ARD form. Reed form wizard has been modified to enable creation, selection or do not select a meeting record.
3/24/2014:
Added “Date of Meeting” and explained the logic of how the field pulls the info onto the REED form. This new subsection was added under the “Form Completion” section.
Added additional explanation under the “Signatures” subsection. Updated “Field Mapping” field #2 – “Type of Meeting”. Updated “Field Mapping” field #27 – “Signatures”.
3/18/2014:
The REED form is now is able to be created as a stand-alone form (outside of the ARD). Reformatted the original document to the current SunGard standards:
o Added cover page, copyright info, header & footer records, and Table of Contents. New screenshots and section names were added. Updated the Form Mapping table information.
