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.
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.
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.
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.
Nevada IEP with Transition Editor Home
Prepare eSignature Editors
- Navigate to the Procedural Safeguards editor.
Procedural Safeguards editor - Mark either the Not applicable or The student has been informed... checkboxes, then click Save & Stay.
- 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.
Complete Pending eSignature Button - Navigate to the IEP Implementation editor.
IEP Implementation Editor - Mark the A copy of this IEP was provided to the student's parent checkbox and enter a Date Provided.
- Click Save & Stay.
- 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.
- 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.
Medicaid Consent Editor - 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. 
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.
Request eSignature Dialog
Click Ok to send the eSignature request. A 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.
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.
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.
Documents Need Attention on the Today screen
A status of Needs Attention displays next to the name of the plan on the 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.
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.
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.
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.
Blank eSignature Example
Mark all desired checkboxes in red and click the paper and pencil icon
on 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.
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.
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.
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 icon
displays next to the name of the plan indicating action is needed.
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.
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.
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.
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.
- On the Procedural Safeguards editor, the "I have received a statement..." checkbox must be marked.
- 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.
Lock Warning Message
Click OK to proceed. A locked icon
displays indicating the plan is locked.
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.
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.
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 Field | Description 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 Agreement Medicaid Agreement |
| nvFields.eSignStatus1 | The status of the signature. Options include:
|
| nvFields.eSignDescription1 | The 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...)
Agree with the components of this IEP (Agreement Checkbox - As the parent, I agree...)
Disagree with all or part of this IEP (Agreement Checkbox - As the parent, I disagree...) Yes (Medicaid Agreement Checkbox - Yes. As the parent/guardian...)
No (Medicaid Agreement Checkbox - No. As the parent/guardian...) |
| nvFields.eSignPersonID1 | The person ID of the signing person. |
| nvFields.eSignLastName1 | The last name of the signing person. |
| nvFields.eSignFirstName1 | The first name of the signing person. |
| nvFields.eSignRelationship1 | The relationship between the signing person and the student. |
| nvFields.eSignActionTime1 | The time of the last action performed on the plan. |
| nvFields.eSignModifiedDate1 | The date when the plan was last modified. |
| nvFields.eSignModifiedByID1 | The person ID of the person who last modified the plan. |
| nvFields.eSignOverriddenByName1 | The name of the person who overrode the eSignature. |
Ad Hoc eSignature Examples
Click the image to enlarge
Ad Hoc eSignature Example
Ad Hoc eSignature Excel Example
Previous Versions
Individual Education Plan eSignature Process (Nevada) [.2319 and previous]
