Private School Service Plan (Kentucky)

Tool Search: Special Ed Documents

The Private School Service Plan is used to capture student special education plan information and match the required documentation provided by the state of Kentucky. This document describes each editor, a description of each field on the editor, and any special considerations and instructions.

The current format of this document is the KY PSP 2023. Plan formats are selected in the Special Ed Plan Types tool.

Screenshot of the list of editors in the Private School Service Plan.Editor Home

Editor Home

The Editor Home lists the editors available, their status, and Modification and Completion information.

HeaderDescription
NameThe name of the editor.
Status

The state of the editor. Statuses can be:

  • In Progress indicates a user has entered and saved data in that editor.
  • Not Started is the default status for all editors.
  • Complete indicates a user has clicked the Complete button on the editor, and the editor is read-only. This does not lock the editor from further editing but indicates the user considers the editor finished.
  • Not Needed indicates a user has clicked the Not Needed button on the editor. This is usually done for editors that do not apply to the student.

The following statuses are only available for certain state-specific documents:

Modified ByThe date and the user by whom the editor was last edited.
Completed ByThe date and the user who clicked the Complete button for that editor.

General Information

The following table lists the actions available for the editors. When resizing the window, certain buttons are condensed into a single Action button. 

ButtonDescription
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.

  • Save captures progress and navigates the user to the Editor Home or to the List Screen for List editors. See the Editor Types section for additional information.
  • Save & Stay captures progress and keeps the user on the current editor. This save button is the default save option and is usually found within the detail screen or list editors, such as Goals and Objectives. 
  • Save & Next captures progress and navigates the user to the next editor.
  • Save & New captures progress and creates a new record. This save button is usually found within the detail screen of a list editor, such as Goals and Objectives. See the Editor Type section for additional information.
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 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 a listing of all the student's applicable enrollment records. See the Enrollments tool documentation for additional information.

CancelNavigates the user to the Editor Home screen or the List Screen for List editors.

Status

Changes the status of the editor. 

  • Complete indicates the editor is finished. This makes the editor read-only. However, this does not lock the editor from further editing. The user must click In Progress to further edit after an editor is marked Complete.
  • Not Needed indicates the editor does not apply to the student's plan or evaluation. This makes the editor read-only. However, this does not lock the editor from further editing. Click the In Progress button to further edit after an editor is marked Not Needed.
  • In Progress only displays when the editor is in the Complete or Not Needed status and allows additional edits to be made.

The following status is only available for the Nevada IEP:

Print

Prints the entire document.

EditorsOpens 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.
PreviousNavigates the user to the previous editor.
NextNavigates 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 is displayed. 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.

Editor Lock Out and Release Logic

Only one user at a time can actively work on an editor. A person with a padlock icon (Screenshot of the Padlock Icon.) displays in the Editors side panel, 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. 

To release an editor, the user must:

  • navigate to the next editor by clicking Save and Next or the Editors button and selecting the next editor from the side panel.
  • click the Cancel button to return to the Editor Home screen.
  • log out of the Campus application.
  • navigate to a different tool in the Campus application.

Editors are automatically released when the in-application timeout limit has been exceeded. This is a back-end process and is usually around 30-60 minutes.

Template Banks

Certain fields within several editors have an Add Template icon that displays next to their name. Clicking this button displays a side panel with the available library of predetermined text for that field. Template Banks are managed in System Administration.

Screenshot of the Add Template icon highlighted and the Template Bank side panel displayed on the right.Template Bank Side PanelClick the plus (+) icons next to the category to view the available template values.

Screenshot of an expanded Template Bank Category on the left and several template values selected on the right. Expanded Category and Values SelectedTemplate Bank Categories display on the left and the selected text displays on the right. Click the Add button to add the template value. This adds the template to the queue of values on the right. The red X removes selected templates while the sequence field can be used to reorder the templates. Another option is to use the up and down arrows next to the sequence field to reorder values. 

Click Cancel to go back to the document. The Clear Selected Template(s) button removes all selected template values from the right selection screen. 

Once selections are finalized, click the Insert Selected Template(s) button to add the values to the field within the document in the selected order. Template values are separated by carriage returns.

Screenshot of an example field with several template bank selections added.Example Template Bank Selections in the Document

Text Editors

Images should not be inserted into text fields. 

Editors

The following section lists each editor and describes each field on the editor.

Service Plan

The Service Plan editor includes the various dates associated with the plan, why the meeting was held, and how student progress is reported.

This editor must be saved before entering data into other editors. This editor cannot be placed in a "Not Needed" status.

Screenshot of the Service Plan editorService Plan Editor

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FieldDescriptionAd HocValidation
Meeting Date
Required
The day the meeting took place.N/AN/A
Start Date
Required
The day on which the plan begins for the student.Learner Planning > Learning Plans > planStartDate

This field auto-populates as the same date as the Meeting Date, but can be modified. This date must be after the Meeting Date.

End Date
Required
The day on which the plan ends for the student.Learner Planning > Learning Plans > planEndDateThis auto-populates to be one year minus one day from the Start Date, but can be modified. This field cannot be longer than one year minus one day from the Start Date.
Date of Eligibility Determination
The date the student was deemed eligible to receive special education services. N/AThis field auto-populates from the most recent, locked Evaluation.

When a new Evaluation is locked after a Plan is created, the new Evaluation date is pulled into the Plan and the following message displays, "The Date of Eligibility Determination has changed since this Plan was last saved. Save this editor to ensure the updated information displays on the printed document."
Proposed Action
Required
The proposed action. Options include:
  • Continue Services Plan
  • Discontinue Services Plan
  • Develop New Services Plan
N/AN/A

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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 Information section for additional information. 

This editor cannot be placed in a "Not Needed" status.

Screenshot of the Student Information editor. Student Information Editor

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FieldDescriptionDatabase/UI Location (when Refresh is clicked)
Last NameThe student's last name.

Census > People > Demographics > Last Name


identity.lastName

First NameThe student's first name.

Census > People > Demographics > First Name


identity.firstName

Middle NameThe student's middle name.

Census > People > Demographics > Middle Name


identity.middleName

SuffixThe student's suffix.

Census > People > Demographics > Suffix Name


identity.suffix

GenderThe student's gender.

Census > People > Demographics > Gender


identity.gender

BirthdateThe student's birthdate.

Census > People > Demographics > Birth Date


identity.birthDate

AgeThe student's age.Census > People > Demographics > Age
Race, EthnicityThe student's race/ethnicity.Census > People > Demographics > Race/Ethnicity

identity.raceEthnicity
Home Primary LanguageThe student's language they speak at home.Census > People > Demographics > Home Primary Language

identity.homePrimaryLanguage
Address

The student's address.


This field becomes a dropdown when more than one address exists for the student. The primary household displays by default.

Census > Households > Address Info


address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip

Student NumberThe student's identification number.Census > People > Demographics > Student Number
State IDThe student's state identification number.Census > People > Demographics > State ID
Case Manager Information
These fields are read-only.
NameThe first and last name of the team member.Student Information > Special Ed > General > Team Members > Case Manager Name
TitleThe role of the team member.Student Information > Special Ed > General > Team Members > Case Manager Title
PhoneThe phone number of the team member.Student Information > Special Ed > General > Team Members > Case Manager Work Phone

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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 plan. 

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.

This editor cannot be placed in a "Not Needed" status.

Screenshot of the Parent/Guardian Information editor. Parent/Guardian Information Editor

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FieldDescriptionDatabase/UI Location (when Refresh is clicked)Validation
Last NameThe last name of the parent/guardian.

Census > People > Demographics > Last Name


identity.lastName

This field populates from Census. This is part of the header for the parent/guardian.
First NameThe first name of the parent/guardian.

Census > People > Demographics > First Name


identity.firstName

This field populates from Census. This is part of the header for the parent/guardian.
Middle NameThe suffix of the parent/guardian.

Census > People > Demographics > Suffix Name


identity.suffix

This field populates from Census. This is part of the header for the parent/guardian.
SuffixThe suffix of the parent/guardian.

Census > People > Demographics > Suffix Name


identity.suffix

This field populates from Census. This is part of the header for the parent/guardian.
RelationshipThe relation of the parent/guardian to the student.Census > People > RelationshipsThis field populates from Census. This is part of the header for the parent/guardian.
Print SequenceThe print order of the parent/guardian(s) on the plan.N/AWhen no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. When any Sequences are selected, only parent/guardian(s) with a sequence number prints in the order defined.
AddressThe parent/guardians' address.

Census > Households > Address Info


address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip

This field populates from Census. 


When there are multiple addresses for a person, a drop down with an option to select which address displays. When there is only one address, the drop down has one option. The populated address is the one marked Primary.

Home PhoneThe home phone number of the parent/guardian.Census > People > Demographics > Household PhoneThis field populates from Census.
Work PhoneThe work phone of the parent/guardian.Census > People > Demographics > Work PhoneThis field populates from Census.
Cell PhoneThe cell phone of the parent/guardian.Census > People > Demographics > Cell PhoneThis field populates from Census.
E-mailThe primary email address for the parent/guardian.Census > People > Demographics > EmailThis field populates from Census.

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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. The Refresh button must be clicked before the editor can be placed in a Complete status. This editor cannot be placed in a "Not Needed" status.

See the General Information section for additional information.

Screenshot of the Enrollment Information editor. Enrollment Information Editor

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FieldDescriptionDatabase /UI Location (when Refresh is clicked)Validation
Primary DisabilityThe student's primary disability.Student Information > General > Enrollment > Primary Disability

Enrollment.disability1
This field is read only and is pulled from the most recent, locked evaluation. When there is no locked evaluation, the value is pulled from the student's Enrollment record.
Special Ed Status The student's special ed status. Options include:
  • Active
  • AR: Active/Referred
  • ER: Eligible - Parents refused
  • I: Inactive
  • N: Not Eligible
  • PR: Pre-Referral
  • Z: Referred
Student Information > General > Enrollment > Special Ed Status

Enrollment.specialEdStatus

This field is pulled from the Enrollment record.


Special Ed Setting

The student's special ed setting. Options include: 6J: (K-14) Parentally Place in Private Schools.

Student Information > General > Enrollment > Special Ed Setting

Enrollment.specialEdSetting
This field is pulled from the Enrollment record. When the value is NOT 6J: (K-14) Parentally Place in Private Schools, this field is not pulled in.
GradeThe student's current grade.

Student Information > General > Enrollment > Grade


enrollment.grade

This field is pulled from the Enrollment record.
School YearThe year associated with the student's Enrollment record.Student Information > General > Enrollment > School YearThis field is pulled from the Enrollment record.
District of ResidenceThe student's district of residence.Student Information > General > Enrollment > Resident DistrictThis field is pulled from the Enrollment record.
Private School PlacementThe student's school of attendance.N/AN/A
District of Placement Information
District NumberThe district number associated with the Enrolled school.System Administration > Resources > District Information > State District NumberThis field is pulled from the Enrollment record.
District NameThe district name associated with the Enrolled school.System Administration > Resources > District Information > NameThis field is pulled from the Enrollment record.
District AddressThe district address associated with the Enrolled school.System Administration > Resources > District Information > AddressThis field is pulled from the Enrollment record.
District PhoneThe district phone number associated with the Enrolled school.System Administration > Resources > District Information > PhoneThis field is pulled from the Enrollment record.

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Goals and Objectives

The Goals and Objectives editor lists goals designed to measure the student's progress in general education curriculum. Each goal includes how the goal is measured and how success is determined.

This editor cannot be placed in a "Not Needed" status. At least one record must be created in order to place this editor in a "Complete" status.

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Goals and Objectives List Screen

Click the plus (+) icon to view any objectives associated with the goal from the list screen, when applicable.

Screenshot of the Goal and Objectives editor. Goals and Objectives List Screen

Column Name

Description

Padlock IconThe user currently editing the Goal and Objective record.
SequenceThe sequence number of the goal.
Annual GoalThe name of the goal.

Goal Detail Screen

Select an existing record or click New to view the Goal detail screen.

Screenshot of the Goal detail screen. Goal Detail Screen

Field Name

Description

Validation

Sequence

Required 

The sequence number of the goal.This field cannot be zero. The number is automatically populated based on the next available number and must be unique. Duplicate numbers are not allowed.

Goal Name

Required

The description of the student's goal.

N/A

Annual GoalA description of the annual goal.N/A

Objective Detail Screen

Select the plus (+) icon or click Add to view the Objectives detail screen.

Screenshot of the Objective detail screen. Objectives Detail Screen

Field Name

Description

Validation

Sequence

Required 

The sequence number for the objective.

This field cannot be zero. Duplicate numbers are not allowed.

Objective

Required


A description of the student's objective.N/A

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Services

The Services editor lists services provided to the student in a Special Education setting based on the needs of the student.

This editor cannot be placed in a "Not Needed" status. At least one record must be created in order to place this editor in a "Complete" status.

Click here to expand...

Services List Screen

Screenshot of the Services list editor.Services List Screen

Column NameDescription
Padlock IconThe user currently editing the Services record.
Service ProvidedThe name of the service.
FrequencyThe frequency of service.
Start DateThe first day of service.
End DateThe last day of service. 

Services Detail Screen

Select an existing record or New to view the detail screen.

Screenshot of the Services detail.Services Detail Screen

FieldDescriptionValidation
Service
Required
The name of the service.

The options available are those services marked as Normal set up at System Administration > Special Ed > Services. The value of Special Education always displays in this dropdown.

Service Position

The role of the person providing the service. Options include:

  • Bus Driver
  • Early Childhood Educator (IECE)
  • Hearing Impaired Teacher
  • Occupational Therapist
  • Orientation & Mobility Specialist
  • Physical Therapist
  • School Counselor
  • School Psychologist
  • Special Ed Teacher
  • Speech Language Pathologist
  • Visual Impairment Teacher

The values listed are in a locked attribute provided by the State. Districts can provide their own values under System Administration > Special Ed > Service Position, but those values display at the bottom of this list.

LocationThe location of the service.N/A
Duration and Frequency
Start Date
Required
The first day of service.

This field auto-populates to the Start Date of the plan.

End Date
Required
The last day of service.

This field auto-populates to the End Date of the plan.

Minutes per Service Frequency
Required
The number of minutes per service frequency.

Limited to 4 characters. Only whole numbers allowed.


Service Frequency
Required
The frequency amount.

Limited to 4 characters. Only whole numbers allowed.

Service Period
Required

The service period. Options include:

  • Year
  • Month
  • Week
  • Day

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Team Meeting

The Team Meeting editor is used to document the meeting(s) held by the student's special ed team.

This editor cannot be placed in a "Not Needed" status. At least one record must be created in order to place this editor in a "Complete" status.

Click here to expand...

Team Meeting List Screen

Screenshot of the Team Meeting List.Team Meeting List Screen

Column NameDescription
Padlock IconThe user currently editing the Team Meeting record.
Meeting DateThe date of the meeting.
Meeting LocationThe location of the meeting.
Print in PlanIndicates this record prints on the plan.

Team Meeting Detail Screen

Click on an existing record or New to view the detail screen.

Screenshot of the Team Meeting detail.Team Meeting Detail Screen

FieldDescriptionValidation
Team Meeting <date>
Print in PlanIndicates this record prints on the plan.This defaults to marked.
Meeting Date
Required
The day of the meetingN/A
Meeting TimeThe time of the meeting.N/A
Meeting LocationThe location of the meeting.N/A
Invite DateThe day the team members were invited to the meeting.N/A
CommentsAny comments regarding the meeting.N/A

Attendance

First Name
Required
The first name of the team member.

This field is read-only and pulls from the student's Special Ed Team Members tool.  Additional team members can be added as well. 

Last Name
Required
The last name of the team member.

This field is read-only and pulls from the student's Special Ed Team Members tool.  Additional team members can be added as well.

Role
Required
The role of the team member.

This field is read-only and pulls from the student's Special Ed Team Members tool.  Additional team members can be added as well.

Parent/Guardian
When marked, the team member displays as Parent/Guardian on the printed document.

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