Student Plans

MEETINGS

Organizing Meetings

There are likely to be formal meetings associated with any Plans you create, and it is important to have a record of all of those meetings. The Student Plans system provides a way for you to record all of the meeting information.

There are times when you will have more than one meeting about a particular student. Since these often involve the same people, create one Meeting Notice, copy it and then modify the copy for subsequent meetings. For more information on copying Meeting Notices review the last section of this document.

Steps involved in the Meeting process:

●Determine Meeting Attendees

●Setup Meeting Notice

●Invite staff and teachers

●Determine Position Role they will take

●Print Sign In sheet

●Record meeting attendance in Student Plans

Meeting Attendees

A Service Provider who is part of the team meeting for planning the IEP can create draft items for that IEP (Refer to the ServiceProvider documentation folder on how to create draft items).

Set up Meeting Notices

For IEP/IIIP/IFSP meetings, you may now define which staff Position Roles are required, such as a district representative or a special education teacher in the area of disability. The meeting completeness check will ensure that a staff member has been designated to serve in each required role. These staff positions should have been previously setup in the Staff Positions table in System Template or District Maintenance. If your district has not set this up, then the Attendee screen will not display the positions to be filled.

1. / Click Create New Spec Ed Meeting Notice link on the Case Document screen.
2. / Default notice date is today’s date, input another date if desired. / The Initial Notice Date is usually today – the date that you’re creating the meeting. This is different from the actual meeting date; that will be filled in on the next page.
3. / After Meeting Notice is created, either select the meeting date from existing IEP dates, select from calendar or key in meeting date and time. (ie. 3 = 3:00) The rest of the information is pulled in from existing data but can be changed as needed.
Click Submit. / Keep in mind that the meeting’s date must be after the notice date.
4. / Determine the purpose of the meeting. In a Meeting Notice, you may check more than one of the items that indicate that the purpose(s) of the meeting.
After clicking Submit, select Meeting Attendees on the menu. / If a specific meeting purpose is not available, verify that the meeting purposes table found in System template maintenance/district maintenance has been setup correctly.
The items labeled with red text and an asterisk (*) are required information that must be filled in before the Meeting Notice can be saved.
5. / Click on Meeting Attendee. The Meeting Attendee List is displayed with the student’s guardians (“Legal” and “Other” types) automatically entered as Meeting Attendees.
Select all of the staff that will be in the meeting. / The required positions and the roles they play are setup in the staff position table found in system template maintenance/ district maintenance.
** Unless all required positions are filled, the Meeting Notice will not pass the completeness check.
There must be at least one legal guardian.
6. / To select the role they will play in the meeting click Edit next to their name.
Click edit on Maureen Davis / Select the Position Role she will take.
7. / For this meeting, Maureen will assume the role of the psychologist and a checkmark is placed next to that required role.
8. / Click Include Student. This is required for students of transition age. / Adds the student to the list of attendees.
9. / Click Invite Student’s Teachers / Displays a list of the student’s current teachers
10. / Click a checkbox to include a teacher in the meeting.
11. / Click the Submit button. / The selected teachers are added as attendees.
12. / Click Invite Other Staff / There are often other staff members you would like to invite to meetings that are not teachers on the student’s schedule.
The Staff Search for Meeting Attendees page is displayed.
13. / Click the School drop-down menu and select a school. Click Submit. / Click in the first and last name boxes and type the name of the person you would like to search for.
You can enter as much or as little of the name as you wish. The more you enter, the smaller the list will be returned. To browse the list, leave the first and last name fields blank to get a list of all the teachers in the selected school.
14. / A list of the teachers meeting the search criteria is displayed.
Click Search Again if you don’t see the teacher you’re looking for and want to enter new search criteria. / Click the checkboxes for the other staff members you’d like to add to the meeting.
15. / Click Add Other Attendee. / Sometimes there are other people who work with the student who should be invited but arenot in the system anywhere.
16. / Click in the boxes and fill in the information about the person you are inviting to the meeting. (Position Role cannot be assigned until after person has been added.) / The items labeled with red text and an asterisk (*) are required information that must be filled in.
17. / Click the Submit button. / The Meeting Attendee page is redisplayed with a success message.
18. / Be sure to edit the person added and select the Position Role they will be filling

Print Notice of Meeting

1. After passing the completeness check, click on Print Notice of Meeting.

Note that it will be in Draft status until notice is finalized

Print Sign in Sheet

It is often helpful to have a sign-in sheet to use at the meeting so that you will know who is supposed to be there and to have a physical record of the attendance.

1. / If the Meeting Notice is in final mode, click Followup in the Meeting Notices table,
Otherwise, click Meeting Noticepdf from the menu on the left. / The Meeting Attendee List is displayed.
2. / A new window opens displaying the meeting Sign In sheet in your browser or PDF depending on your browser. / If you wish to actually print the Sign In sheet, click the PDF print button to send the document to your printer.
3. / Close the Sign In Sheet preview window. / The Meeting Attendee List should still be displayed in your web browser.
4. / Click the Return button. / The Document Group is displayed.

Record Meeting Attendance

Whether you print and use the Sign In sheet or notafter the meeting (see above), you will want to recordwho was in attendance at the meeting in the Student Plans system.

After aMeeting Noticehas been finalized a Followup link will display. Click Followupon Meeting Notice Table. / The Meeting Attendee List is displayed.
Click the check boxes on the lines for the people that actually attended the meeting.
Click the Record Attendance button. / The Attendee List is redisplayed with a success message.
Click Return to document groupOR / The document screen is displayed
Click on Notifications link on the Meeting Notice menu bar to create a notification / The Meeting Notifications screen is displayed.
Click the Add Notification Record to add a notification record. Fill in notification date and other information. Click Submit. / The meeting notification screen is displayed.
Click Print Notice or Print Sign in sheet if necessary

Copy Meeting Notice

Student Plans has the ability to copy a meeting of a particular student rather than creating the meeting information from scratch.

1. / On the Spec Ed Meeting Notice table, click copy next to the final Meeting Notice. / There are times when you will have more than one meeting about a particular student. Rather than creating the meeting information from scratch each time, you can simply copy it.
2. / Click in the checkboxes to select which information you would like to copy. / The Duplicate a Meeting Notice page is displayed with options for what information you would like to copy.
3. / Click in the Notice Date box and change the date.
NOTE: You cannot create multiple meetings for a student with the same Notice Date. / Generally, it is easier to copy everything and then edit and delete items for the new meeting.
4. / Click the Submit button. / The Meeting Notice Information page is displayed with all of the information copied from the previous meeting.
5. / Click in the boxes and fill in or change all of the informationfor the new meeting. / A date and time for the new meeting must be filled in.
Click the Submit button. / The Meeting Notice Information page is displayed with a message that the Meeting Notice was successfully updated.
On the Menu Bar, click Meeting Attendees. / If you chose to copy the attendees from the previous meeting, they will be displayed.
You can add or delete attendees for the new meeting now just as you did for the first meeting.
On the Menu Bar, click Check Completeness. / Make any adjustments you need to in order to make this Meeting Notice complete.
Click the Finalize button.

EmailMeeting Notice

There is an option to email the Meeting Notice to the attendees. The system administrator must have enabled this feature for it to function correctly.

1. / After the Meeting Notice has been finalized the email option will be displayed on the Case Document screen.
Click on E-Mail link
2. / The Meeting Notice email screen is displayed. The subject and email text can be edited. Select the persons to email the Meeting Notice. / If the email address is setup on the staff record, it will automatically load. Email address can be keyed in this screen also if their email address is missing. Staff can update their record by updating My Profile.
3. / The finalized Meeting Notice will be attached when email is sent.

cmERDC (Central Minnesota Educational Research and Development Council)

(meeting notices.doc)