SE Student

Existing Documents

This section includes all Ad Hoc documents that have been created for the student, including Print Only documents.

• Edit - This link will open a previously created document and make it available to edit.

Document Creation

This section includes the list of all Ad Hoc documents available for creation.

• View - This link will open a finalized Ad Hoc document. These documents are printable but read-only.

• Create - This link will create a new Ad Hoc Document and make it available to edit.

Miscellaneous Process Docs

Occasionally, a Process Doc might be used as needed outside of the process it resides in. In such cases, those documents will display here.

• Edit - This link will open a previously created document and make it available to edit.

The following example demonstrates how to create an Ad Hoc document using the Consultation Request (GENAZ 32), however other documents could be used (excluding Print Only).

• Locate GENAZ 32 Consultation Request in the Document Creation grid.

• Click on the Create link in the Action column for this document. A new Consultation Request Document opens.

• Edit and enter data as appropriate.

• Click to save changes and close the document. The Ad Hoc Document window displays the Consultation Request document in the Existing Documents section of the screen.

At this point, the Consultation Request document is available for updates as additional data becomes available or the document can be finalized. Once the document is finalized, the Action column link will change from Edit to View. The document displays in read-only mode (PDF).

The following example demonstrates how to create multiple Ad Hoc documents using the Consultation Request (GENAZ 32), however other documents could be used (excluding Print Only).

• Locate GENAZ 32 Consultation Request in the Document Creation grid.

• Click on the Create link in the Action column for this document. A new Consultation Request Document opens.   

• Edit and enter data as appropriate.

• Click to save changes and close the document. The new Consultation Request document displays in the Existing Documents section.

At this point, the second Consultation Request document is available for updates as additional data becomes available or the document can be finalized, just like the first. Once the document is finalized, the Action column link will change from Edit to View. The document displays in read-only mode (PDF).

NOTE:  Based on decisions made the school district system administrator, certain Ad Hoc documents may not be available for duplication. The following message displays after clicking Create:

This message indicates that the system has been set to not allow multiple types of the requested document.

Print-only Ad Hoc documents open as read-only (PDF) documents. They are not editable, however they include the individual demographic data of each student. The date that appears on the document is the date when the print-only document was initially created or opened. Print-only documents are labeled Print Only in the Document Name column.

• In the Document Creation section, click the Create link in the Action column. The document displays in read-only (PDF) which is printable. The Print Only Document displays in the Existing Document section with View as the Action link.

NOTE:  The ability to delete a document is based on a user’s security level set up by individual district administration.

To delete an Ad Hoc document:

• Check the box on the line of document to delete.

• Click at the top of the screen. The document is permanently deleted.

Finalized Ad Hoc Documents will be moved to the student’s Historical Documents whenever a Process Rollover is conducted. There are a few exceptions to this rule.

• Print Only Ad Hoc documents are not saved to the student’s Historical Documents file. Once a Print Only Ad Hoc document is generated, it resides in the Ad Hoc  Existing Documents list until a Process Rollover is conducted. At that point, all Print Only Ad Hoc documents are permanently removed from the system.

• Certain Ad Hoc documents, such as the Consultation Request, are not required to be finalized at the time of a Process Rollover. The system allows the user to follow through with the Process Rollover and leave the Consultation Request in edit mode. The Consultation Request will continue to reside in Ad Hoc until finalized. The finalized version of this document will move to Historical Documents during the next Process Rollover.

• Ad Hoc documents such as the Prior Written Notice and Meeting Request are required to be finalized prior to any Process Rollover. At that point they will be moved to Historical Documents with the student’s current process documents.

NOTE:  Each school district’s system administrator has the ability to set Ad Hoc documents up “Outside the Process”, which means they are not required to be finalized in order to conduct a Process Rollover. They move to Historical Documents during the next Process Rollover only if finalized.

The following list encompasses most of the Ad Hoc documents available in Synergy SE. This list may not be a complete list, as your district may have additional or similar documents.