Auto-populated dates on certain forms
Answered
We just started using embrace IEP, and a flaw we immediately discovered was incorrect dates being auto-populated into certain notice/consent forms - in particular, these are the forms we are having issues with:
Decision Re: Request for Evaluation
Consent for Initial Evaluation
Consent for Re-evaluation
Specifically, when we 'create a new IEP/event', we use the projected meeting date as the date for the IEP, but we need to complete/send home those above forms well before that meeting date, because those are the initial forms needed to begin the evaluation process. Those forms should have the date they are CREATED at the top of them, rather than the actual MEETING date. Can you fix this in your system? Or do we need to create a separate IEP/event just for those consent forms? Please advise, thanks!
Alice Dennie
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Official comment
Hi Alice,
Thank you for the question! We typically recommend creating two separate meetings, one for Domains (Consent for Initial Evaluation / Consent for Reevaluation) and one for the Evaluation. This allows districts to take advantage of the automated system feature to calculate evaluation timelines.
Meetings created using the "Domains" meeting type will serve as the starting date for the timeline, unless a different consent date is manually added to the student information page. If the Consent for Initial Evaluation form is saved as part of the Domains meeting, the meeting date will auto-fill as the "Initial Evaluation Consent" date on the Student Information Page. If the Domains meeting is for an upcoming reevaluation and the Consent for Reevaluation form is saved, the meeting date will auto-fill as the "Reevaluation Consent" date. The consent dates will auto-fill on student information on the night after the meeting occurs.
If parents do not sign the consent form at the Domains meeting, staff can still manually adjust the appropriate consent date on the Student Information page. Any manual updates will not be overwritten by meetings that have already occurred.
Users can then track the evaluation due date using the Evaluation Timeline Report found in IEP custom reporting. The evaluation due date will also appear in red to the right of the consent date on the Student Information page. By default, the evaluation timeline is calculated using a standard number of weekdays and does not include holidays or any days on the district calendar. A district calendar feature is coming soon to allow districts to customize their individual timelines.
Evaluation timelines are automatically resolved when the "Last Eval Date" on student info falls between the consent date and due date AND the "Last Eval Date" has already occurred. Districts will also receive automatic reminders 10 days prior (default) to the expiration of the evaluation timeline. Districts can adjust the number of days prior that the notification is sent or can disable notifications completely.
If you have any further questions, please don't hesitate to call or email our office!
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