Classic View: Student Information > Section 504 > General > Documents
Search Terms: Section 504 Documents
The Section 504 Plan is used to capture student's plan information for educational success and match the required documentation provided by the state of Hawaii. This document describes each editor, a description of each field on the editor, and any special considerations and instructions.
Plan formats are selected in Section 504 Plan Types. The current print format is HI 504 Plan 2023.
Editor Home
The Editor Home lists the editors available on the student's 504 Plan.
Section 504 Plan Editor Home
Header
Description
Name
The 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 to be 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.
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 Plan 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.
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 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 Types 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 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.
Complete indicates the editor is finished. This makes the editor read-only. However, this does not lock the editor from further editing. To further edit after an editor is marked Complete, the user must click In Progress.
Not Needed indicates the editor does not apply to the student's plan. This makes the editor read-only. However, this does not lock the editor from further editing. To further edit after an editor is marked Not Needed, click the In Progress button.
In Progress only displays when the editor is in the Complete or Not Needed status and allows additional edits to be made.
Print
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 theConference Notificationeditor.
Padlock Icon
Only one user at a time can actively work on an editor. A person with a padlock icondisplays 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. Once the editing user navigates away from an editor, that editor becomes available to work on.
Editors
The following section lists each editor and describes each field on the editor.
Education Plan
The Education 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.
Image caption
Field
Description
Validation
Plan Type Required
The type of plan. Options include:
Annual
Initial
Amendment
N/A
Section 504 Conference Date *Required
The actual conference date.
*This is required in order to Complete the editor.
This field auto-populates from the Actual Conference Date on the most recent record on the Conference Actual editor.
Start Date *Required
The day on which the plan begins for the student.
*This is required in order to Complete the editor.
This field auto-populates to be one day after the Initial Conference Announcement, but can be modified.
In order to Complete the editor, this date must be after the IEP Conference Date.
Section 504 Annual Due Date *Required
The one year due date for the next plan.
*This is required in order to Complete the editor.
This field auto-populates to one year minus one day from the Section 504 Conference Date, but it can be modified as needed.
Reevaluation Due Date Required
The three year due date for the next plan.
This field auto-populates to 3 years from the most recent Evaluation, regardless of the locked status. It can be modified as needed.
Initial Consent Date *Required
The date consent was received from the parent/guardian.
* This is required in order to Complete the editor. This is a read-only field.
This field auto-populates from the student's initial locked 504 Evaluation > Initial Provision of Section 504 and the Related Services editor > School Received Consent Form Date field.
For Agency Use Only
Parent/legal guardian was provided a copy of the procedural safeguards in his/her native language or other mode of communication *Required
Indicates the parent/guardian was given a copy of the procedural safeguards.
*This is required in order to Complete the editor.
Date safeguards provided to parent/legal guardian *Required
The date the procedural safeguards were provided to the parent/guardian.
*This is required in order to Complete the editor.
Parent/legal guardian was provided a copy of the Section 504 Plan at no cost *Required
Indicates the parent/guardian was given a copy of the plan.
*This is required in order to Complete the editor.
Date Section 504 Plan provided to parent/legal guardian *Required
The date a copy of the plan was given to the parent/guardian.
*This is required in order to Complete the editor.
The Enrollment Information editor records 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 Plan Information section for additional information. This editor is read-only.
Enrollment Information Editor
Field
Description
Ad hoc/Database Name
Validation
District
The student's district of residence.
Learner Planning > Learning Plans > subDistrict
This field is pulled from the Enrollment record, then System Administration > Resources > School > State Data Elements > Sub-District.
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.
Parent/Guardian Information Editor
Field
Description
Ad Hoc/Database Name
Validation
Last Name
The 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 Name
The 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 Name
The 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.
Suffix
The 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.
Relationship
The relation of the parent/guardian to the student.
Census > People > Relationships
This field populates from Census. This is part of the header for the parent/guardian.
Print Sequence
The print order of the parent/guardian(s) on the IEP.
N/A
When no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. When any Sequences are selected, parent/guardian(s) with a sequence number print in the order defined. Un-sequenced parent/guardian(s) display below sequenced parent/guardian(s).
When there are multiple addresses for a person, a dropdown 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 Phone
The home phone number of the parent/guardian.
Census > People > Demographics > Household Phone
This field populates from Census.
Work Phone
The work phone of the parent/guardian.
Census > People > Demographics > Work Phone
This field populates from Census.
Cell Phone
The cell phone of the parent/guardian.
Census > People > Demographics > Cell Phone
This field populates from Census.
E-mail
The primary email address for the parent/guardian.
Census > People > Demographics > Email
This field populates from Census.
Language at Home
The parent/guardian's language they speak at home.
Census > People > Demographics > Language At Home
This field populates from Census.
Most Used Language
The language the parent/guardian uses most frequently.
Census > People > Demographics > Language Most Used
This field populates from Census.
Interpreter Required
Indicates an interpreter is needed for the the parent/guardian.
N/A
N/A
Language(s) of Interpreter *Required
The language the interpreter.
*This field becomes available and required when the Interpreter Required checkbox is marked.
The Conference Announcement editor is used to document planned meetings of the 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
Click New or an existing record to view the 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.
N/A
Scheduled Conference Time Required
The meeting time.
N/A
Announcement Date
The date a notification was sent notifying the team members of the meeting.
N/A
Scheduled Conference Location Required
The location of the meeting. Options include: Virtual, Phone, or In-Person.
N/A
Conference Location (specify)
The location of the meeting, if clarification or details are needed.
N/A
The conference is for the following purpose(s)
Plan Process
Indicates the type of plan processes needed for the student. Options include:
If Section 504 eligible, develop a Section 504 Plan.
Determine educational placement.
Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.
N/A
Learning Loss
Indicates the student needs an Learning Loss Plan. Options include:
Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g. pandemic, flood, volcanic activity).
N/A
Discipline
Indicates the student needs an Discipline Plan. Options include:
Discuss a manifestation Determination (MD) - Student Discipline
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 Section 504 Team Members 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 Section 504 Team Members 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 the editor.
Values available in this dropdown include locked attributes:
General Education Teacher
Related Service Provider
Special Education Teacher
Specialized Support Instructional Personnel
SSC
Counselor
Principal
Vice Principal
Guardian
Student
Unlocked Attribute values include:
determined by district
When the Role in the dropdown matches the Role entered on the Team Members tool exactly, that value will populate when the First and Last Name of the Team Member is selected.
Invited
Indicates this team member has been invited to the meeting.
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
Click New or an existing record to view the 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:
Yes, parent agrees to date and time of meeting and knows the purpose(s) of the meeting.
No (after 3 attempts consult with your DES)
These options are hard coded.
Team Member Notification Tracking This table is read-only and displays the following columns:
Team Member Name
Date
Method
Notified By
Outcome
All of these read-only values come from the user selecting the New 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 New or anywhere on a previous entry in the table.
Team Member Name Required
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:
Phone
Personal Contact
Regular Mail
Return Receipt Required
Personally Delivered
Email
Fax
These options are hard coded. Multiple options may be selected.
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
Click New or an existing record to view the 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 Required
The date the meeting took place.
N/A
Actual Conference Time Required
The time the meeting took place.
N/A
Actual Conference Location Required
The location of the meeting. Options include:
Phone
Virtual
In-Person
The values available are hard-coded.
Actual Conference Location (specify)
The location of the meeting, if clarification or details are needed.
N/A
The conference was for the following purposes(s)
Plan Process
Indicates the type of plan processes needed for the student. Displays two rows of checkboxes, Scheduled and Actual. Options include:
If Section 504 eligible, develop a Section 504 Plan.
Determine educational placement.
Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.
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:
Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g., pandemic, flood, volcanic activity).
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:
Discuss a Manifestation Determination (MD) - Student Discipline
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
First Name *Required
The first 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 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 *Required
The last 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 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 *Required
The role 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 user can also enter an additional entry for this field and when they do, a dropdown displays and the user is required to select a value.
Values available in this dropdown include locked attributes:
General Education Teacher
Related Service Provider
Special Education Teacher
Specialized Support Instructional Personnel
SSC
Counselor
Principal
Vice Principal
Guardian
Student
Unlocked Attribute values are determined by the district.
Attended
Indicates the team member attended the meeting.
Anyone marked as Attended displays on print.
Admin/Designee
Indicates if the team member is an admin designee for the meeting.
Guardian, Student, Principal, Vice Principal, any District Defined roles, and manually entered team members cannot be marked as Admin/Designee.
Those marked as Admin/Designee AND Attended display on print with an asterisk (*) after their name and role.
Excused
Indicated the team member was excused from the meeting.
Guardian, Student, any District Defined roles, and manually entered team members cannot be marked as Excused.
Those marked as Excused display on print with a double asterisk (**) after their name and role.
Reason for Excusal *Required
The reason the team member was excused from the meeting.
*This field is required when the corresponding Excused checkbox is marked.
Admin/Designee Statement This section becomes available when the Designee for Admin checkbox is selected.
Admin Designee Statement: *Required
Indicates why an admin is being used in the meeting.
*This field is required when the corresponding Admin/Designee checkbox is marked.
The State-Wide Assessments Testing Accommodations editor is used to document any accommodations the student requires when taking state administered tests
State-Wide Assessment Testing Accommodations List Screen
State-Wide Assessment Testing Accommodations List Screen
Column Name
Description
Padlock Icon
The user currently working on the record.
Assessment
The name of the assessment.
Assessment Manner
The way in which the student is administered the assessment.
Accommodations
Any accommodations the student requires to take the assessment.
The values in this field are defined at a state level and cannot vary by district. When "Not Applicable due to Age/Grade" is selected, the remaining fields should become grayed out.
Assessment Manner Required
The manner in which the student partakes in the assessment. Options include:
Without Accommodations
With Accommodations
The values are defined at a state level and cannot vary by district. The values available change depending on the value selected in the Assessment dropdown above.
Support/Accommodation *Required
The support or accommodation the student requires. WhenACCESS for ELLS is the selected assessment, the following options include:
Braille Version of test (paper only, contracted, L,R,W)
Braille Version of test (paper only, uncontracted, L,R,W)
Extended Speaking test response time (S)
Extended Testing of a test domain over multiple days (L,R,W,S)
Extending Testing time within the school day (L,R,W,S)
Human Reader for items (L,S,W)
Human Reader for repeat items (L,S,W)
Human Reader for repeat of response options (L)
Human Reader for response options (L)
Interpreter Signs test directions in ASL (L,R,W,S)
Large Print version of test (paper only, L,R,W,S)
Manual Control of item audio (online L,S,W and Paper L,S)
Repeat Item audio (online L,S,W and Paper L,S)
Repeat Test items by human reader (paper only, L,W,S)
Scribed Response (L,R,W)
Student Responds using a recording device, which is played back and transcribed by student (W)
Word Processor or similar keyboarding device to respond to test items (L,R,W)
Test May be Administered by school personnel in non-school setting (L,R,W,S)
When Kaeo or SBA are the selected assessment, the following options include:
100s Number Table
Abacus
Alternate Response Options
American Sign Language (ASL) (for ELA listening items and math items)
Braille
Braille (paper/pencil assessment)
Braille Transcript (ELA listening passages)
Calculator (grades 6 and above)
Closed Captioning (for ELA listening items)
Math Manipulatives
Multiplication Table (grades 4 and above)
Print on Demand
Read Aloud (for ELA reading passages, all grades)
Scribe (for ELA performance task full writes)
Speech-to-Text
Text-to-Speech (available for ELA reading passages, all grades)
Word Prediction
DS: Amplification
DS: Audio Glossary
DS: Bilingual Dictionary
DS: Color Contrast (embedded)
DS: Color Contrast (non-embedded)
DS: Color Overlays
DS: Illustration Glossaries (embedded)
DS: Illustration Glossaries (non-embedded)
DS: Magnification
DS: Masking
DS: Medical Supports
DS: Mouse Pointer
DS: Noise Buffers
DS: Read Aloud
DS: Read Aloud in Spanish
DS: Scribe
DS: Separate Setting
DS: Simplified Test Directions
DS: Streamline
DS: Text-to-Speech
DS: Translated Student Interface Messages
DS: Translated Test Directions
DS: Translations (Dual Language)
DS: Translations (Glossary) (embedded)
DS: Translations (Glossary) (non-embedded)
DS: Translations (Stacked)
DS: Turn Off Any Universal Tools
*This field is required for saving the editor when"With Accommodations" is selected from Assessment Manner. The values are determined at a state level and cannot vary by district.
The Related Services editor is used to document any related services to be provided to the student.
Related Services List Screen
Related Services List Screen
Column Name
Description
Padlock Icon
The user currently working on the record.
Service Name
The name of the service.
Frequency
The frequency of the service.
Start Date
The first day of service.
End Date
The last day of service.
Related Services Detail Screen
Click New or an existing record to view the Detail Screen.
Related Services Detail Screen
Field
Description
Validation
504 Specific Services Required
The name of the related service. Options include:
Assistive Technology
Audiology
Counseling
Hearing Services
Interpreting Services
Occupational Therapy
Orientation and Mobility
Physical Therapy
Psychological Services
Skilled Nursing
Social Worker
Speech-Language Pathology Services
Transportation
Vision Services
Other
The options in this field are defined at a state level and cannot vary by district.
Specify Other *Required
An other related service, if applicable.
*This field becomes available and is required when Other from the corresponding dropdown is selected.
Service Delivery Required
Indicates if the service is direct or indirect. Options include:
Direct
Indirect
The options in this field are defined at a state level and cannot vary by district.
Addresses Accommodation(s) Required
The accommodation addressed by the related service.
This field is pre-populated upon entering the editor and requires the user to select a value. The options in this field are populated from the Description field from the Accommodations editor.
Who will provide the Related Service? Required
The role of the person providing the related service.
The values available are district defined in the unlocked attribute dictionary, Section504HI > relatedServiceProvider.
Duration and Frequency
Projected Start Date Required
The first day of the service.
N/A
Projected End Date Required
The last day of the service.
N/A
Duration (in minutes) Required
The duration of the service.
N/A
Session Frequency # of times per
Required
The number of session frequency.
N/A
Service Frequency Required
The service frequency. Options include:
Day
Week
Month
The options in this field are defined at a state level and cannot vary by district.
The Written Notice editor provides a space for descriptions and explanations related to proposed or refused actions for a student.
Written Notice List Screen
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.
Written Notice Detail Screen
Click New or an existing record to view the Detail Screen.
Written Notice Detail Screen
Field
Description
Validation
Print in Plan
Indicates this record prints on the Plan.
Defaults to unmarked.
Meeting Information Required
The meeting purpose information.
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 Written Notice List Editor as the primary sort option.
Date provided to parents Required
The date the notice was provided to the student's parent/guardian(s).
N/A
Admin / Designee
Indicates this team member has been designated as an administrator for the meeting.
This field is read-only.
The person listed is whoever is listed on the most associated Conference Actual with a Role of "Principal" OR "Vice Principal" AND listed as Attended. If this does not apply, the person marked as Admin/Designee is pulled into this field.
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.