Individual Education Plan eSignature Process (Nevada)

Tool Search: Special Ed Documents

The Nevada Individual Education Plan can be sent to parents/guardians to electronically sign (eSign) on the Campus Parent Portal. This document provides step-by-step instructions on the eSignature process.

Setup

Proper setup is needed in order for the plan to successfully go to the Portal for an eSignature. 

Tool Rights

Tool: Tool Rights

Make sure the user requesting the eSignature has the appropriate tool rights to Request eSignature on Portal (Student Information > Special Ed > Special Ed Documents > Plan > Request eSignature on Portal). This tool right is either on or off, meaning assigning any of the RWAD rights allows the user to send an eSignature request. For example, marking the Delete checkbox provides the same rights as marking the Read checkbox.

Screenshot of the Request eSignature on Portal Tool Right.Request eSignature on Portal Tool Right

Set Portal Preferences

Tool: Display Options

Mark the Portal Preference Display Option, Request eSignature Special Education Plan for Parent (Display Options > Documents > Reports/Plans > Request eSignature Special Education Plan). Marking Student sends the student a read-only copy of the plan.

Screenshot of the Request eSignature Special Education Plan Portal Display Option.Request eSignature Special Education Plan Portal Display Option

Establish Relationships and Portal Accounts

Tool: Relationships

Guardians are eligible to receive an eSignature request when the Guardian and Portal checkboxes are marked on the student's Relationships tool. The guardian must have logged into the Portal at least once to receive the eSignature request.

Screenshot of the Relationships tool Guardian and Portal checkboxes highlighted.Relationships Tool Guardian and Portal Checkboxes

Create and Enter IEP Information

Tool: Special Ed Documents

Complete the plan creation process and fill out the IEP in Campus. Three editors, Procedural Safeguards, IEP Implementation, and Medicaid Consent, require parent/guardian eSignatures and are indicated with an eSign label on the the Editor Home. These editors must be placed in the status Complete Pending eSignature or Not Needed (Medicaid Consent only) in order to send the plan to the student's parent/guardian. All other editors must be in a Complete status.

See the Nevada Department of Education website for additional guidance on the Nevada Special Education process. 

See the Nevada Individual Education Plan article for the most updated print format.

Screenshot of the Nevada IEP with Transition editor home screen.Nevada IEP with Transition Editor Home

Prepare eSignature Editors

  1. Navigate to the Procedural Safeguards editor.
    Screenshot of the procedural safeguards editor.
    Procedural Safeguards editor
  2. Mark either the Not applicable or The student has been informed... checkboxes, then click Save & Stay.
  3. Click the down arrow next to the Complete button in the action bar, then click Complete Pending eSignature. The editor is now in the correct status to send to the parent/guardian for eSignature.
    Screenshot of the complete pending eSignature button.
    Complete Pending eSignature Button
  4. Navigate to the IEP Implementation editor.
    Screenshot of the IEP implementation editor.
    IEP Implementation Editor
  5. Mark the A copy of this IEP was provided to the student's parent checkbox and enter a Date Provided.
  6. Click Save & Stay.
  7. Click the down arrow next to the Complete button in the action bar, then click Complete Pending eSignature. See the image for step 3 above. The editor is now in the correct status to send to the parent/guardian for eSignature.
  8. Navigate to the Medicaid Consent editor. This editor can either be placed in a Not Needed or Complete Pending eSignature status depending on whether or not the student qualifies for Medicaid assistance.
    Screenshot of Medicaid Consent editor.
    Medicaid Consent Editor
  9. Click the down arrow next to the Complete button in the action bar, then click Complete Pending eSignature OR Not Needed. The editor is now in the correct status to send to the parent/guardian for eSignature.
    Not Needed or Complete Pending eSignature Button

Work through all other editors and make sure they are all in a Complete status. Once all editors are in the correct status, the plan is ready to send to the parent/guardian for eSignature.

Request eSignature

Tool: Special Ed Documents

After completing the plan setup, the plan is ready to send to the guardian for eSignature. Select the plan and then click the Request/Remove eSignature button. Screenshot of the Request eSignature on Portal button.Request eSignature on Portal Button

A dialog displays asking the user to select one guardian from the list provided. At this time, only one guardian can sign the plan.

Screenshot of the Request eSignature Dialog.Request eSignature Dialog

Click Ok to send the eSignature request. A checkmark iconScreenshot of the Blue Checkmark Icon. displays next to the name of the plan indicating it has successfully been sent to the guardian. Information in the Document Detail also lists when the eSignature Request was sent and to which guardian.

Screenshot of the document detail checkmark icon and document detail eSignature information.Checkmark Icon and Document Detail eSignature Information

Remove eSignature

The user can pull the plan from the Portal at any time by clicking the Request/Remove eSignature button. This allows the user to make changes to the plan before the guardian has a chance to sign. A warning displays confirming the removal of the plan from Portal. Click Ok to confirm or Cancel to go back.

Removing the plan from Portal after the guardian has signed invalidates those signatures.

Screenshot of the Remove eSignatures Warning.Remove eSignatures Warning

Guardian Review

Tool: Campus Parent Portal, Campus Student Portal (read-only)

Once an eSignature request has been sent, the guardian can access the plan from three locations: a bell notification link, under the Documents Need Attention section on the Today screen, and the Documents tool. 

Screenshot of the Documents need attention section on the today screen. Documents Need Attention on the Today screen

A status of Needs Attention displays next to the name of the plan on the Documents tool.

Screenshot of the pan needs attention status on Documents tool.Plan Needs Attention Status on Documents Tool

Terms and Conditions

The Terms button displays a dialog box explaining the guardian must accept the Terms and Conditions for Electronic Signature before saving and submitting the plan. A link in the dialog brings the user to a PDF detailing the terms.

Screenshot of the Terms and Conditions dialog.Terms and Conditions Dialog

After the guardian accepts the terms, the Terms button no longer displays.

Decline Terms

When the guardian declines the terms, a physical copy of the plan must be printed out, signed, and returned to the school. Click the Decline button to decline the terms. A dialog displays to confirm the action of declining the terms.

Screenshot of the Decline Terms dialog confirmation message.Decline Terms Dialog

When a guardian declines the terms, a status of Declined Terms and Conditions and Pending displays next to the name of the plan on the Documents tool. 

Screenshot of the Declined Terms and Conditions and Pending Status.Declined Terms and Conditions and Pending Status

Sign and Submit

After agreeing to the terms, several signatures and their corresponding checkboxes must be filled out before the guardian can submit.Screenshot of a blank eSignature line on the document.Blank eSignature Example

Mark all desired checkboxes in red and click the paper and pencil iconPaper and Pencil Signature Iconon the signature lines to electronically sign. The Next button navigates the guardian directly to the next item on the plan that needs attention. Click Save to save progress.

Screenshot of a completed eSignature line on the document.Completed eSignature Example

After all signatures are captured and the checkboxes are marked, click Submit. On the Documents tool, a status of Signed and Pending displays next to the plan name and the guardian can view a read-only copy of the plan.

Screenshot of the signed and pending status.Signed and Pending Status

Student and Non-Signing Guardian View

The student and any other guardians who have not been chosen to sign can view a read-only version of the plan. A Draft watermark displays indicating the plan has not yet been completed. 

Screenshot of the non-signing guardian and student view of the eSignature document.Non-Signing Guardian View

Complete

Tool: Special Ed Documents

After a guardian has signed OR declined the Terms and Conditions for eSignature, additional completion steps are needed on the Special Ed Documents tool. An exclamation mark iconPaper and Exclamation Mark Icondisplays next to the name of the plan indicating action is needed.

Screenshot of the exclamation mark icon on the Special Ed Documents tool.Exclamation Mark Icon

Guardian Declined Terms

When a guardian declines the Terms and Conditions for eSignature, a message displays on the Document Detail indicating the terms were declined. A physical copy is needed to obtain guardian signatures at this time.

Screenshot of the guardian declined terms and conditions message on the document detail.Guardian Declined Terms and Conditions

Guardian Declined Plan

When the guardian accepts the Terms and Conditions but disagrees with the contents of the plan, the Document Detail indicates the plan was declined and a PDF copy of the signed plan displays in the Copies folder.

Screenshot of the guardian declines contents of the IEP message on the document detail.Guardian Declines NV IEP

Guardian Agreed Terms and Plan

When a guardian accepts the Terms and Conditions, agrees to the contents of the plan, and electronically signs the plan, a message displays on the Document Detail indicating who signed the plan and a PDF copy of the signed plan displays in the Copies folder.

Any changes made to the plan at this stage invalidates the signatures. When changes need to be made to the plan, an additional eSignature Request must be sent back to the guardian.

Screenshot of the copies folder and the guardian eSigned message on the document detail.Copies Folder and Document Detail Information

Lock

Locking the plan completes the process and syncs the plan to the state. Several conditions must be met in order to lock the plan. Usually, these are done by the guardian during the eSignature process.

  1. On the Procedural Safeguards editor, the "I have received a statement..." checkbox must be marked. 
  2. On the IEP Implementation editor, either the the first or second "As a parent..." checkboxes must be marked.

Additional lock logic may apply when the plan was not filled out completely.

Click Lock to complete the plan process. A warning displays indicating users are not able to make any changes unless they have additional Unlock Tool Rights. 

Screenshot of the lock warning message.Lock Warning Message

Click OK to proceed. A locked iconScreenshot of the padlock icon.displays indicating the plan is locked.

Screenshot of a locked plan on the special ed documents tool.Locked Plan

Delete

It is NOT recommended to delete the original plan or any copies of the plan.

Only the original plan can be deleted, if necessary. Copies of the plan cannot be deleted unless the original plan is removed first. This is NOT recommended. Select the original plan and then click Delete. A warning displays explaining the consequences of deleting the plan.  

Screenshot of the delete plan warning message.Delete Plan Warning

Click OK to perform the delete or Cancel to go back. Any copies of the plan display in the Uploaded Documents folder and can be deleted at this time. 

Amend

When amending a plan with eSignatures, the eSignature for the IEP Implementation editor clears out. When the amendment process has been complete, the plan needs to be sent back to the parent/guardian to sign the IEP Implementation section again. The amendment process is the same for plans with and without eSignature functionality. See the Amend Special Ed Documents article for the full Amend process.

Ad Hoc Inquiries

Tool: Filter Designer

Users can build filters in the Ad Hoc Filter Designer to query eSignature information. Nevada eSignature fields are located at Student > Learner Plan > Learning Plan > Nevada Fields.

Screenshot of the Nevada eSignature Ad hoc fields.Nevada eSignature Ad Hoc Fields

Ad Hoc eSignature Field Descriptions

See the table below for a description of the eSignature fields.

Note: Additional numbered fields (1-6) are placeholders for additional signatures added to the plan in the future. Below are descriptions of the first eSignature fields.

Ad Hoc FieldDescription and Plan Location (if applicable)
Click to enlarge images
nvFields.eSignField1 The name of the first signature field. This could be any of the three signatures in the plan, whichever the guardians signs first. Options include:

Procedural Safeguards
Screenshot of the procedural safeguards signature example.

AgreementScreenshot of the Agreement Signature Line on the Plan.

Medicaid AgreementScreenshot of the Medicaid Agreement Signature Line on the Plan.

nvFields.eSignStatus1The status of the signature. Options include:
  • Signed - guardian has signed and saved that signature
  • Pending - guardian has saved the plan without signing that signature
  • Overridden - something was changed in the plan after it was signed. This also indicates the plan has not been resent to the guardian. This signature is no longer valid.
nvFields.eSignDescription1The description of the signature. This could be any of five checkbox names, depending on which signature the guardian signed first and which checkbox they marked.

Received a statement of procedural safeguards (Procedural Safeguards checkbox - I have received a statement...)

Screenshot of the Procedural Safeguards Checkbox on the Plan.


Agree with the components of this IEP (Agreement Checkbox - As the parent, I agree...)

Screenshot of the Agreement Checkboxes on the Plan.


Disagree with all or part of this IEP (Agreement Checkbox - As the parent, I disagree...)


Yes (Medicaid Agreement Checkbox - Yes. As the parent/guardian...)

Screenshot of the Medicaid Agreement Checkboxes on the Plan.


No (Medicaid Agreement Checkbox - No. As the parent/guardian...)

nvFields.eSignPersonID1The person ID of the signing person.
nvFields.eSignLastName1The last name of the signing person.
nvFields.eSignFirstName1The first name of the signing person.
nvFields.eSignRelationship1The relationship between the signing person and the student.
nvFields.eSignActionTime1The time of the last action performed on the plan.
nvFields.eSignModifiedDate1The date when the plan was last modified.
nvFields.eSignModifiedByID1The person ID of the person who last modified the plan.
nvFields.eSignOverriddenByName1The name of the person who overrode the eSignature.

Ad Hoc eSignature Examples

Click the image to enlarge

Screenshot of the Ad hoc eSignature HTML example report.Ad Hoc eSignature Example

Screenshot of the Ad hoc eSignature Excel format example.Ad Hoc eSignature Excel Example


Previous Versions

Individual Education Plan eSignature Process (Nevada) [.2319 and previous]