Classic View: Student Information > Special Ed > General > Documents
Search Terms: Special Ed Documents
The Private School Plan is used to capture student special education plan information and match the required documentation provided by the state of Hawaii. This document describes each editor, the section(s) of the print format that include the entered information, a description of each field on the editor, and any special considerations and instructions.
Plan formats are selected in Plan Types. The current print format is HI Private School Participation Project 2022.
Editor Home
The Editor Home lists the editors available on the student's Individual Education Plan.
Editor Home
| Header | Description |
|---|---|
| Name | The name of the editor. |
| Status | The state of the editor. Statuses can be:
|
| Modified By | The date and the user by whom the editor was last edited. |
| Completed By | The date and the user who clicked the Complete button for that editor. |
General IEP Information
The following table lists the buttons available for the editors:
| Button | Description |
|---|---|
| Save | Different editors have different save options. Click the arrow next to the Save & Stay button to view all saving options for any given editor.
|
| Refresh | Retrieves a new copy of data from the student's record. This includes enrollment, student, parent/guardian, and team member information. This also returns any accidentally deleted people records. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes. A side panel displays listing all applicable Enrollment records for the student. See the Enrollments tool documentation for additional information. |
| Cancel | Navigates the user to the Editor Home screen or to the List Screen for List editors. |
Status i.e. Complete, Not Needed, etc. | Changes the status of the editor.
|
Prints the entire plan. | |
| Editors | Opens a side panel listing all the available editors and their status. Select an editor from this list to navigate to that editor or click Close to collapse the side panel. |
| Previous | Navigates the user to the previous editor. |
| Next | Navigates the user to the next editor. |
Editor Types
There are two types of editors available: List or Basic editors. When navigating to a Basic editor, the list of fields within the editor display. List editors display a list of all records within that editor. Clicking an existing record or the New button opens the detail view for an individual record. An example list editor is the Goals and Objectives editor.
Padlock Icon
Only one user at a time can actively work on an editor. A person with a padlock icon
displays in the Editors side pane, Editor Home, and List Screen of list editors indicating which editors currently have users working on them. Hovering over the icon displays the name of the user who has checked out the editor, including the current user (you).
Editors that are currently being edited are read only for all other users. The name of the person working on the editor displays in the header. Once the editing user navigates away from an editor, that editor becomes available to work on.
Template Banks
Certain fields within several editors have a paper icon
displays next to their name. When the icon is clicked, a side panel displays with the available library of predetermined text for that field. Template Banks are managed in System Administration.
Editors
The following section lists each editor and describes each field on the editor. Available editors include:
Private School Plan
The Private School Plan editor is used to document the plan type and the corresponding dates.
Private School Plan Editor
Enrollment Information
The Enrollment Information editor reports Special Education information from the student's Enrollment record. This editor is read only.
The Refresh button retrieves a fresh copy of data from the student's record. See the General Evaluation Information section for additional information.
Enrollment Information Editor
Student Information
The Student Information editor displays basic information about the student such as demographic information. This is a read-only editor.
The Refresh button retrieves a fresh copy of data from the student's record. See the General IEP Information section for additional information.
Student Information Editor
Parent/Guardian Information
The Parent/Guardian Information editor populates based on the guardian checkbox on the student's Relationships tool. The editor includes Demographics information for the student's guardian.
The Delete button next to each parent/guardian can be used to remove a parent/guardian from the IEP.
The Refresh button retrieves a new copy of parent/guardians' data. This also returns any accidentally deleted people. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.
Parent/Guardian Information Editor
Conference Announcement
The Conference Announcement editor is used to document planned meetings of the IEP team.
This editor is not optional and must be completed.
Conference Announcement List Screen
Conference Announcement List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Meeting Date | The date of the meeting. |
| Meeting Location | The location of the meeting. |
| Print in Plan | Indicates this meeting information prints on the Plan. |
Conference Announcement Detail Screen
Conference Announcement Detail Screen
| Field | Description | Validation |
|---|---|---|
| Print in Plan | Indicates this meeting information prints on the Plan. | This defaults to unmarked. |
| Scheduled Conference Date Required | The meeting date. | This is a required element for saving the editor. |
| Scheduled Conference Time Required | The meeting time. | This is a required element for saving the editor. |
| Announcement Date | The date a notification was sent notifying the team members of the meeting. | N/A |
| Scheduled Conference Location | The location of the meeting. Options include: Virtual, Phone, or In-Person. | This is a required element for saving the editor. The options in this field are defined at a state level and cannot vary by district. |
| Conference Location (specify) | The location of the meeting, if clarification or details are needed. | N/A |
| Plan Process | Indicates the type of plan processes needed for the student. Options include:
| N/A |
| Private School Participation | Indicates if the student will participate in a private school. Options include:
| N/A |
| Learning Loss | Indicates the student needs an Learning Loss Plan. Options include:
| N/A |
| Discipline: | Indicates the student needs an Discipline Plan. Options include:
| N/A |
| Attendance | ||
| First Name | The first name of the team member. | This field is required for saving this editor. This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only. The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value. |
| Last Name | The last name of the team member. | This field is required for saving this editor. This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only. The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value. |
| Role | The role of the team member. | This field is required for saving this editor. Values available in this dropdown include locked attributes:
Unlocked Attribute values include:
|
| Invited | Indicates this team member has been invited to the meeting. | N/A |
| Excused | Indicates this team member is excused from the meeting. | This field only displays when the Role for that person is one of the following:
|
| Designee for Admin | Indicates this team member has been designated as an administrator for the meeting. | When Role is Principal or Vice Principal, this check box is grayed out. |
| Admin/Designee Statement This section becomes available when the Designee for Admin checkbox is selected. | ||
| Admin Designee Statement: | Indicates why an admin is being used in the meeting. | This is required for saving the editor when available. |
Conference Notification
The Conference Notification editor is used to document when notifications were sent out informing the team of meetings.
Conference Notification List Screen
Conference Notification List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Scheduled Meeting | The date of the planned meeting. |
| Mutually Agreed | Indicates if the parent/guardian consented to the meeting date. |
Conference Notification Detail Screen
Conference Notification Detail Screen
| Field | Description | Validation |
|---|---|---|
| Conference Notification | ||
| Scheduled Meeting Date | The date of the scheduled meeting. | This field is required for saving the editor. The options in this field are determined from the Conference Announcement entries. |
| Mutually Agreed Upon: | Indicates if the parent/guardian consents to the meeting date. Options include:
| These options are hard coded. |
| Notified Date:
| The date the parent/guardian was notified of the planned meeting date. | There is space for a 1st, 2nd, and 3rd notification fields. |
| Notified By: | Indicates who sent the notification to the parent/guardian. | N/A |
| Notify Method: | The manner in which the parent/guardian was notified. Options include:
| These options are hard coded. |
| Notified Outcome: | The outcome of the notification. | |
| Outside Agency Parent Consent Tracking | ||
| Agency | Indicates which outside agency is involved, if applicable. Options include:
| When Other (specify) is marked, the user is able to manually enter their own value. |
| Consent to Invite Needed | Indicates that an Outside Agency should be invited and the Consent to Invite document is needed. | N/A |
| Consent to Invite Received | Indicates a signed Consent to Invite document was returned to the district. | N/A |
| Consent Received Date | The date the signed Consent to Invite document was returned to the district. | This field becomes available and required when the Consent to Invite Received check box is selected. |
| Team Member Notification Tracking This table is read only and displays the following columns:
All of these read only values come from the user selecting the Add Notification button and entering information on a side panel recording when notifications were made to certain team members. | ||
| Notification Tracking (side panel) This displays when the user clicks Add Notification or on the ">" from a previous entry in the table. | ||
| Team Member Name: | The name of the team member. | The options in this field are determined from the marked entries from Conference Announcement > Invited checkbox. This displays as First Name Last Name, Role. |
| Notified Date: | The date the team member was notified. | N/A |
| Notify Method: | The manner in which the team member was notified. Options include:
| These options are hard coded. Multiple options may be selected. |
| Notified By: | The person who reached out to the team member. | N/A |
| Notified Outcome: | The response or end result of the notification. | N/A |
Conference Actual
The Conference Actual editor is used to document meetings that took place.
Conference Actual List Screen
Conference Actual List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Scheduled Meeting | The date of the planned meeting. |
| Actual Meeting | The date the meeting took place. |
| Actual Location | The location of the meeting. |
Conference Actual Detail Screen
Conference Actual Detail Screen
| Field | Description | Validation |
|---|---|---|
| Actual Conference Notification: <date of actual conference> The "<date of actual conference>" populates based on the Actual Conference Date entered. | ||
| Scheduled Meeting Date | The date of the planned meeting. | The options in this field are determined from the Conference Announcement > Scheduled Conference Date entries. |
| Scheduled Conference Time | The time of the planned meeting. | The options in this field are determined from the Conference Announcement entries. This field is read-only. |
| Scheduled Conference Location | The planned conference location. | The options in this field are determined from the Conference Announcement entries. This field is read-only. |
| Scheduled Conference Location (specify) | The location of the meeting, if clarification or details are needed. | The options in this field are determined from the Conference Announcement entries. This field is read-only. |
| Actual Conference Date | The date the meeting took place. | This is required for saving the editor. |
| Actual Conference Time | The time the meeting took place. | This is required for saving the editor. |
| Actual Conference Location | The location of the meeting. Options include:
| This is a required element for saving the editor. The values available are hard-coded. |
| Actual Conference Location (specify) | The location of the meeting, if clarification or details are needed. | N/A |
| Plan Process: | Indicates the type of plan processes needed for the student. Displays two rows of checkboxes, Scheduled and Actual. Options include:
| The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected. The Actual column can be edited. This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values. |
| Private School Participation | Indicates if the student will participate in a private school. Options include:
| The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected. The Actual column can be edited. This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values. |
| Learning Loss: | Indicates the student needs an Learning Loss Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include:
| The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected. The Actual column can be edited. This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values. |
| Discipline: | Indicates the student needs an Discipline Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include:
| This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values. |
| Attendance | ||
| Team Member Name | The name of the team member. | This field is read-only and auto populates based on Team Members entered within the Conference Announcement editor who have the Invited checkbox marked. The First Name, Last Name, and Role fields display. |
| Attended | Indicates the team member attended the meeting. | N/A |
| Admin/Designee | Indicates if the team member is an admin designee for the meeting. | This field is read-only and auto selected if it was selected within the Conference Announcement editor. |
| Excused | Indicated the team member was excused from the meeting. | This field is read-only and auto selected if it was selected within the Conference Announcement editor. |
| Reason for Excusal | The reason the team member was excused from the meeting. | This field is blank upon entering the editor and requires the user to enter a value if the corresponding Excused checkbox is marked. |
Present Levels of Academic Achievement and Functional Performance
The Present Levels of Academic Achievement and Functional Performance (PLAAFP) editor is used to document the student's current level of academic achievement and functional performance.
PLAAFP List Screen
PLAAFP List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Sequence | The order in which the records display and print. |
| Academic Area of Concern | The area of concern. |
| Source(s) of Information | The information source(s). |
PLAAFP Detail Screen
PLAAFP Detail Screen
| Field | Description | Validation |
|---|---|---|
| Sequence: | The order in which the records display and print. | This is a required element for saving the editor. The value of this field determines what order the record displays on the UI and printed document. |
| Academic Area of Concern: | The academic area of concern. Options include:
| This is a required element for saving the editor. Options available in this dropdown can be modified in the Attribute Dictionary (System Administration > Custom > Attribute Dictionary > Plan > Academic Area of Concern). |
| Other (specify): | An other area of concern, if applicable. | This field displays when "Other" is selected from the corresponding drop down. This is a required element for saving the editor when available. |
| Source(s) of Information: | The source(s) of information. Options include:
| The options in this field are defined at a state level and cannot vary by district. |
| Strengths: | The student's strengths. | N/A |
| Needs: | The student's needs. | N/A |
| Information related to this Area of Concern is documented within (check all that apply): | Where the documentation for the area of concern will be. Options include:
| The options in this field are defined at a state level and cannot vary by district. Validation for these options include:
|
| Goals/Objectives This table is read only and displays the following columns:
All of these read only values come from the user selecting the "Add Goal" button and entering information on a side panel recording what goals and objectives are needed. | ||
| Goals and Objectives - Side Panel | ||
| Area of Concern | The area of concern. | This is a read only field of the Area of Concern field from the record corresponding to this side panel. |
| Strengths | The student's strengths. | This is a read only field of the Strengths field from the record corresponding to this side panel. |
| Needs | The student's needs. | This is a read only field of the Needs field from the record corresponding to this side panel. |
| Goal | ||
| Sequence | Indicates the display and print order of the record. | This is a required element for saving the side panel. Duplicate numbers are not allowed. |
Goal Statement | The goal statement. | N/A |
Measure of Student Learning | The measurement of the goal. Options include:
| The options in this field are defined at a state level and cannot vary by district. |
| Other (specify): | Other, if applicable. | This field displays when the measurement type of "Other" is selected. |
| Mark here if the measurable goal will be part of ESY | Indicates if the goal is part of the Extended School Year program. | N/A |
| Objectives This table is inline editable and and displays the following columns:
| ||
| Other This table is inline editable and displays the following columns:
When a Plan Name is entered, the corresponding "Date of Plan" must be filled out in order to complete the editor. | ||
Services
The Services editor is used to describe the special education services the student will receive.
Services List Screen
Services List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Service Group | The group providing the service. |
| Service Name | The name of the service. |
| Frequency | The amount of time the student will receive the service. |
| Start Date | The first day of service. |
| End Date | The last day of service. |
Services Detail Screen
Services Detail Screen
| Field | Description | Validation |
|---|---|---|
| Service Group | The group providing the service. | This is a required element for saving the editor. Custom > Attribute Dictionary > Plan > Private School Service Group privateSchoolServiceGroup |
| Service | The name of the service. | This is a required element for saving the editor. System Administration > Special Ed > Services > Type = Private School. |
| Services for the Teacher | The type of service to be provided to the teacher. Options include: Consultation or Training. | N/A |
| Service Delivery | The method in which the student will receive services. Options include: In-Person or Virtual. | N/A |
| Location | Where the service will take place. | This is a required element for saving the editor. |
| Duration and Frequency | ||
| Start Date | The start date of the service. | This is a required element for saving the editor. |
| Projected Ending Date | The end date of the service. | This is a required element for saving the editor. |
| Duration (in minutes) | The duration of the service. | This is a required element for saving the editor. |
| Session Frequency #of times per | The number of session frequency. | This is a required element for saving the editor. |
| Service Frequency | The service frequency. Options include:
| This is a required element for saving the editor. |
Prior Written Notice
The Prior Written Notice editor provides a space for descriptions and explanations related to proposed or refused actions for a student.
Prior Written Notice List Screen
Prior Written Notice List Screen
| Column Name | Description |
|---|---|
| Padlock Icon | The user currently working on the record. |
| Meeting Information | The meeting purpose information. |
| Date Provided to Parents | The date the notice was provided to the student's parent/guardian(s). |
| Print in Plan | Indicates this record prints on the Plan. |
Prior Written Notice Detail Screen
Prior Written Notice Detail Screen
| Field | Description | Validation |
|---|---|---|
| Print in Plan | Indicates this record prints on the Plan. | Defaults to unmarked. |
| Meeting Information: | The meeting purpose information. | This is a required element for saving the editor. The options in this field are determined from the Conference Actual entries. The values in this field are the title of the selected Conference Purpose along with the Actual Conference Date. This value is also displayed on the Prior Written Notice Main List Editor as the primary sort option. |
| Date provided to parents: | The date the notice was provided to the student's parent/guardian(s). | This is a required element for saving the editor. |
| Admin / Designee | Indicates this team member has been designated as an administrator for the meeting. | This field is read only with information auto populating from the Conference Actual and whoever is marked as the Designee for Admin. |
| Description of proposed or refused action: | A description of the proposed or refused action. | N/A |
| Explanation of why the action is proposed or refused: | An explanation of why the action is proposed or refused. | N/A |
| Description of other options considered: | A description of other options considered. | N/A |
| Reasons these options were rejected: | An explanation for why these other options were rejected. | N/A |
| Description of the evaluation procedures, test, records, or reports used as a basis for the proposed/refused action: | An explanation for the data used for the basis of the action. | N/A |
| Other relevant factors: | Any other information that may be relevant. | N/A |
