504 Plan Application User Guide: Moving through the 504 Plan process – School Data Solutions

The 504 Application allows districts to navigate through the 504 eligibility process, including but not limited to:

creating the prior written notice
determining eligibility
creating the 504 plan
uploading files such as health plans
keep a communication log between parents/guardians and the school district

Permission to use the 504 Application should be given to those creating the 504 plans, such as the district 504 coordinator. Once a plan is made for a student, if the 504 widgets are turned on for the student spotlight, the 504 student information will be displayed in homeroom on that student. If the 504 widgets are turned on for the teacher or specialist dashboard, 504 class information will display in homeroom for the student group, such as common accommodations that need to be implemented for your students.

QUICK LINKS

GETTING STARTED	STUDENT 504 DOCUMENTS
WRITTEN NOTICES Create New Prior Written Notice View Prior Written Notice	VIEWS OF 504 APPLICATION INFORMATION IN HOMEROOM
ELIGIBILITY FORMS Create a 504 Plan Eligibility Form View 504 Plan Eligibility Form	CREATING STUDENT GROUPS AROUND STUDENTS WITH 504 PLANS IN THE APPLICATION
504 PLANS Create a 504 Plan View 504 Plans	CREATING STUDENT GROUPS WITH THE 504 FLAG AS ACTIVE IN THE STUDENT INFORMATION SYSTEM
DISTRICT RESOURCES	ACCESSING HELP

GETTING STARTED (Back to QUICK LINKS)

Open a Web Browser and enter your district's specific address: [yourdistrictname].schooldata.net/V2/504-plan and log in. If you do not remember your password, click Reset Password and follow the instructions.

OR once logged into Homeroom, look for the Student Plan (SP) Application bundle in the right-hand corner of the browser. Locate 504 Plans and click Launch App.

Person Roles:

Person Roles are shown as tabs on the left navigation menu

Plan Manager: users who will create and edit 504 plans
Data Admin: users who will manage users, plans, and customizations for a specific district.

NOTE: Only Data Admin users can delete a 504 plan

WRITTEN NOTICES

Create New Prior Written Notice (Back to QUICK LINKS)

Creating a Prior Written Notice form allows you to inform parents/guardians of the action taking place.

Locate Written Notices in the left navigation pane and click Create New Prior Written Notice.

Details: Select Student, Recipient (To - Name of parent/guardian or other), and Date

Notice of Action:
- Select the purpose of this written notice Proposing or Refusing
- Select the action: Initiate, Change, Discontinue, or Continue
- Select all that apply to the plan or documentation:
  - Evaluation, Eligibility, 504 Plan, Re-evaluation, Disciplinary Action, and Other
- Type in a text Description of the action and Reason

View Prior Written Notice (Back to QUICK LINKS)

This container is designed to show all of the written notices created by the logged-in user.

To see all written notices, clear the filter on the column “My Prior Written Notice”

Users may select multiple records to print by clicking the Action Gear in the top right corner and then selecting Print Selected Prior Written Notices from the drop-down menu.

Users may also use row actions to View, Edit, or Delete by clicking the Action Gear for the selected row.

ELIGIBILITY FORMS

Create a 504 Plan Eligibility Form (Back to QUICK LINKS)

Creating an Eligibility Form is for the purpose of determining if the student has a mental or physical impairment that substantially limits a major life activity(ies), which meets or does not meet Section 504 eligibility criteria.

Select Parties: Select Student and 504 Coordinator
Eligibility Criteria and Determination: Choose from the three statements explaining whether the student either meets the eligibility requirements or does not.

Area of Disability (optional)
Accommodation Types

Important Dates: The Creation Date will be prefilled with the current date of creation. Date Notice Sent, Date Consent Received, and Date of Meeting is Optional.
Notes: Explain the Nature of Concern, the Impairment Description, Impairment Limitation Description, and other Notes.

After the form is saved or validated, it can be printed and/or Convert to 504 Plan. Use the Action Gear button in the right corner of the page.

Select Convert to 504 Plan to quickly start a 504 plan. Certain fields will be prepopulated:

Student Name
504 Coordinator Name
Area of Disability
Implementation Date (date of creation)
Review Date (1 yr from date of creation)
Periodic Re-Evaluation Date (3 yr from date of creation)

View 504 Plan Eligibility Form (Back to QUICK LINKS)

This container is designed to show all of the eligibility forms created by the logged-in user.

To see all eligibility forms, clear the filter on the column “My Eligibility Form”

Users may select multiple records to print by clicking the Action Gear in the top right corner and then selecting Print Selected Prior Eligibility Form from the drop-down menu.

Users may also use row actions to view, edit or delete by clicking the Action Gear for the selected row.

504 PLANS

The 504 Plan is meant to guide and assist school teams in serving their students with disabilities in a way that assures a quality education that is in compliance with state and federal laws.

Create a 504 Plan (Back to QUICK LINKS)

Details: Select Student, 504 Coordinator, and Supplemental Educators (optional)
Area of Disability

Important Dates:

Implementation Date (date of creation),
Review Date (this auto-populates to 1 yr from the date of creation but may be changed if needed)
Periodic Re-Evaluation Date (this auto-populates to 3 yrs from date of creation but may be changed if needed)

Amendments: Check the box if making an amendment, Amendment Text (optional) to add information.

Use the blue Save and Continue Button from the drop menu at the top right to continue.

Click Next for Impairments, then click the Add Record button.

Select 504 Plan Impairments. Use the 504 Impairment Notes (optional) to add specific details about the selected impairment. Click the Add button.

Use the row Action Gear button to edit or delete.

Click the Next Button to add Accommodations

Use the Add record button to add selected Accommodations.

Select Accommodations and add specific detail about the selected impairment in Notes (optional), then click the blue Add button. Multiple accommodations may be selected. These are customizable per district and should match the accommodation types selected on the Eligibility Form. NOTE: These notes will display on the printable as well as in the student spotlight.

Use the row Action Gear button to edit or delete.

Click the Next Button to add Communications

Use the Add Communication button to track correspondences with parents/guardians and others while the plan is in place.

Enter the Method of Communication (optional) from the drop-down menu, select if it was sent to the parent(s) or not, type in the actual Communication or a summary of the communication, and the Communication Date. NOTE: This part of the 504 Plan does not print on the report.

The container is organized by the most recent dates Use the row action button to edit or delete.

Use the blue Save and Continue Button from the drop menu at the top right to continue.

Click the Next button to add Files.

Use the Upload File button to add files. Use the Upload popup to drag and drop the files or use the browser to search the computer for files.

Use the row action button to download, edit or delete.

Clicking the Next button will take you to the “View 504 Plan” page.

View 504 Plans (Back to QUICK LINKS)

The View 504 Plans Container is designed to show all of the 504 Plans created by the logged-in user.

To see all eligibility forms, clear the filter on the column “My Five Oh Four Plan”

Users may select multiple records to print or to the Student Spotlight in Homeroom by clicking the Action Gear.

Users may also use row Actions to View, Edit, Print, Archive, Clone, Delete and Email Plans to Teachers (current-term teachers only).

DISTRICT RESOURCES (Back to QUICK LINKS)

View important links the district has determined as important or helpful to the 504 plan application users.

STUDENT 504 DOCUMENTS (Back to QUICK LINKS)

View a student and all of the documents that have been created for that student. Users may use row Actions to

View or print any written notice, eligibility form, or 504 plan
Add the document to the Student Documents section of the Student Spotlight in Homeroom.

VIEWS OF 504 APPLICATION INFORMATION IN HOMEROOM

(Back to QUICK LINKS)

Student Spotlight:

Student Additional Services Container

Student Services container Student Documents container (if your district is utilizing this feature)

Student 504 Widget

Teacher Dashboard, Specialist or Administrator dashboards:

Go to [yourdistrictname].schooldata.net

In Dashboards, select either your default dashboard or the best dashboard for the user's personal role. Teachers or Specialists are the most commonly used since smaller student groups can be helpful when looking at plan data.

504 Plans Container:

This container shows a detailed preview of each student’s 504 plan that they are connected to or have permission to see. The student group is determined by the student group on the dashboard and the user’s level of permissions. Use the container actions and options to download the information as a PDF.

504 Accommodations Container

This container is a data table showing a student and each of their accommodations. Use the container actions and options to download the information in a spreadsheet.

CREATING STUDENT GROUPS AROUND STUDENTS WITH 504 PLANS IN THE APPLICATION (Back to QUICK LINKS)

Go to [yourdistrictname].schooldata.net

Select Student Groups on the left navigation pane, then select Create v1 Student Group.

Select the “Filter & Create” tab.

Next, select Add Filter Group

The first Add Filter Group will be Enrollments: what population of students should we be targeting? Most likely the entire district, grade, or school. In the example below: Grades 9-12 were selected. The number of students in the group is displayed on the right side in blue number. Click on the blue number to see who the students are.

Next, select another Add Filter Group and select “Schooldata.net 504 Plan” to filter by information entered in the 504 application.

You can filter by Impairment, Accommodation Types, and Accommodations.

CREATING STUDENT GROUPS WITH THE 504 FLAG AS ACTIVE IN THE STUDENT INFORMATION SYSTEM (Back to QUICK LINKS)