SE Student

The information included on the Process Docs tab includes:

• The student’s next IEP Review Due Date. This date is generated or updated each time the IEP is finalized.

• The student’s next Reevaluation Due Date. This date is generated or updated each time the Multidisciplinary Evaluation Team Report (MET) is finalized.

• The student’s Primary Disability. The disability is pulled from the Multidisciplinary Evaluation Team Report (MET).

• The student’s Secondary Disability. The disability is pulled from the Multidisciplinary Evaluation Team Report (MET).

• The student’s Preschool Primary Disability (if applicable).

• The student’s Exit Date from special ed (if applicable)

• The Exit Reason for terminating special ed services (if applicable)

• The Exit Explanation (if applicable)

• The Current IEP button  that will open the student’s current IEP for viewing. This is the IEP that has been finalized (locked).

• The Progress Report button that will open the student’s current progress report for updating.

• The Current BIP button that will open the student’s current BIP for viewing. This is the BIP that has been finalized (locked).

• The ESY Progress Report button that will open the student’s current ESY Progress report for updating.

• Process Documents specific to the process the student is currently in. The documents are represented by color coded icons that indicate the status. The documents are available for creating, viewing or editing, depending on user security.

• Attached Documents displays related documents such as a physician statement or assessment results, attached to the process.

• Manual Process Move option allows a student to be manually moved to another process, if the need arises.

• The Exit Process for student to be exited from special education. All documents will be stored in Historical Documents in case the student is referred for services again.

Two or more users can work in the same document concurrently while saving their data; however, those users will not be able to edit the same field at the same time.

• For example, if both users are in the Referral document and editing the Reason for Referral textbox, the first user who clicks will have their data saved.

• The second user will receive the following warning message upon clicking :

NOTE:  This warning message is defined locally and may be worded differently by your system administrators.

• The second user will need to copy their data to another location (i.e. Word, Notepad) momentarily, and refresh the screen.

• Click to allow the other user’s entry to appear.

• Then the user can copy and paste their original data to that field and click .

An existing document can be removed by using the Delete feature. Access to the Delete button is governed by the security rights and may not be available to all users.

To delete a document:

• Click the Delete button located at the top of the document. If the Delete button is grayed out (not clickable), click or . A message will display confirming the deletion of the document.

• To continue with the deletion, click . To cancel the deletion, click . The document will close and the system will return to the previous screen.

Printable versions of documents are available at any time during the document editing process. A document does not need to be validated or finalized prior to viewing or printing the document.

NOTE: In order to generate printable Synergy SE documents, Adobe Acrobat Reader must be installed on the user’s computer.

To obtain a printable version of a document:

• Click the Print Preview button in the Action bar of the document.

• If the Print Preview button is grayed out (not clickable),  click or .

A message displays informing the user to wait. The printable document opens in Acrobat Reader.

Before a document can be finalized, validation must occur. This process compares data entered in the document against rules established by the district to find omissions, data conflicts or invalid selections. If errors are found, a window opens that contains a list of the errors.

To validate a document:

• Click the Validate button in the Action Bar of the document. If the Validate button is grayed out (un-clickable) click or .

 If validation errors exist, the Revelation Document Errors screen displays, detailing the errors.

• Click anywhere on the line of the Document Error. The line highlights green. The document displays with the specific validation error highlighted in pink.

• Make the correction in the highlighted field and click .

• Proceed to the next validation error on the list by clicking anywhere in the row of that error.

• Follow step 3 and 4 until all validation errors have been addressed.

• Close the Validation Document Errors window.

• If desired, click again to re-check the validation status A message box displays stating that no validation errors were found.

CAUTION:  Finalizing a document prepares most documents for moving to the historical document file, after the process move. However, there are documents, that when finalized, begin the process move procedure OR exit the student from special education. These documents include the IEP as well as certain Prior Written Notices.

The IEP is the main “trigger” document that moves all created documents including the IEP itself, to Historical Documents. See the Synergy SE© Documents Guide for detailed information.

When a document is complete and has been validated, it will need to be finalized. This action will prepare the document to move to the student’s historical document file when the process change occurs.

Once a document is finalized, it will no longer be editable. The document will open as a read-only PDF document (Acrobat Reader is required). The icon representing the document will turn from yellow to green.

To finalize a document:

NOTE: The validation process runs automatically when a document is finalized. If the document is found to have validation errors, the user must follow the steps required in the document validation process. Once the validation errors are corrected the document will finalize properly.

• Click in the Action Bar of the document. If the button is grayed out (un-clickable)  click or .

• A printable (but no longer editable) document displays. The finalized document displays a green icon. When clicked the document will open only as read-only.

Documents such as Meeting Requests and Parent Permission can have additional versions created after the original document has been finalized. For example, if a Meeting Request was created and sent to the parent but later the meeting had to be cancelled due to a no show or some other reason, a new meeting request can be created. The original request document will be saved along with the new request document. This will provide a history of the meetings that were attempted to be set up.

NOTE:  Each School District has the ability to apply the “Allow Multiple” feature to other Synergy SE documents. Check with your district’s system administrator for a full list of these documents.

This example will show how to create multiple IEP Meeting Request documents using the IEP Meeting Request. The original meeting request has been created but the meeting was cancelled due to the parent not showing up.

• If the original meeting request has not been finalized, do so now. The meeting request icon displays green, indicating that it has been finalized.

• Click on the green icon to access the new meeting request template. The DocumentViewList screen opens.

The DocumentViewList screen contains a Create button as well as a list of previously finalized Meeting Requests. This list provides information on the original Meeting Request documents including when the document was created and finalized as well as who created and finalized the document. The PDF icon is the link to view the finalized original document.

• Click . A new Meeting Request template displays. This document will represent the new meeting that has been rescheduled.

• Once this document is finalized, it displays in the finalized Document list along with the original document.

All multiple documents will move along with the process documents to the student’s Historical Documents during the normal process move procedure.

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