The Notice of Conference is used by the LEA to take steps to ensure that parent(s) are afforded the opportunity to participate in the special education process. It is the district’s responsibility to provide parents with appropriate notice of a meeting, and allow alternate methods of participation to ensure accessibility for parent participation in the IEP meetings and other special education conferences.
The Notice of Conference is used by the LEA to take steps to ensure that parent(s) are afforded the opportunity to participate in the special education process. In order to meaningfully participate, the parent must be provided reasonable notice (fourteen days is considered reasonable). The parent(s) and the district may agree to meet sooner at a mutually agreeable date, time, and location. The parent(s) should be informed of his or her role as a team member. When secondary transition will be discussed, the child must also be invited to the meeting. The Contact Log portion of the Notice of Conference provides documentation of the manner in which notice is provided to the parent/guardian and/or child.
When a Notice of Conference (NOC) is created, a linked Contact Log document will be associated. The user cannot finalize the NOC until the Contact Log is linked/associated and finalized. The user is able to see the linked Contact Log and NOC document on the student’s documents tab. The user must click on the linked Contact Log that appears under the NOC to create the actual document for the student. If the Contact Log is not created by clicking the link, nor is finalized, the user cannot finalize the associated NOC document.
When saving the document where all required fields are not yet completed, the system will display the following error message:
Section was saved, but is incomplete until all required fields (red highlighted) are filled.
The Notice of Conference document is automatically created and linked to the applicable document (listed below) when the applicable document is finalized:
A detailed technical reference and explanation of all fields and data notations of this form is provided here.
Completing the Notice of Conference
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Select the Notice of Conference link associated with the appropriate document. The Notice of Conference consists of the following sections:
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Notice of Conference
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Office Use Only
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The document pre-populates the student information from the Student Information profile:
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Student Name
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ID
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Date of Birth
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Age (calculated value: as of the meeting date)
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Use the calendar icon or type the NOC date.
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The document pre-populates parent names and addresses. The section is read-only.
NOTE: Parent/guardian names pre-populate from the Student Contacts profile. Contacts with the “Receives Mail” checkbox selected (connected to Registration Labels in eSchoolPLUS) will appear in the document as read-only. If data is incorrect or blank, the user must correct it in eSchoolPLUS and refresh the integration process.
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Select a conference Date, Time, and Location (required fields).
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Type in the text box as an optional field used to identify the location within the building (e.g., Room 23A). The text box and the word “in” will be suppressed on print if no text has been entered.
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Select the Purpose of the meeting. User can select one or more as applicable (at least one checkbox is required)
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Complete the Meeting Participants Information:
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Parent(s)/Guardian(s) will auto-populate from the Student Contacts Profile where ‘Receives Mail’ is selected.
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The student’s name will auto-populate when the student is age 15 or older as of the meeting date. If the student is under the age of 15 as of the meeting date, a field labeled ‘Invite Student’ is displayed. When the checkbox is checked, the student’s name and home address appear.
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Select the lookup option to select from the Staff table, or select non-lookup to type:
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Regular Ed/EC Teacher (required)
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Local Education Agency Representative (required)
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Agency Representative for post-secondary transition
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Part C Representative (if applicable)
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Select + for additional participant entry lines.
To add an additional person, click the + or the
Use the 
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Sincerely value can be populated by using the lookup or non-lookup option.
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Enter the Date at the bottom of the Notice of Conference (required field).
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Click Save, Done Editing.
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The NOC document cannot be finalized until the linked Contact Log is completed and finalized.
The telephone number, email address, and title of the contact person will auto-populate from the staff profile information but can be edited or manually added. (Required Fields)
When saving the document without complete all required fields, the system will display the following error message:
Section was saved, but is incomplete until all required fields (red highlighted) are filled.
The NOC letter can be printed as a single letter that includes all parent/guardian names and addresses. To generate separate letters if the parent/guardians reside at different addresses, the “Generate Separate Letters” field in the Globals profile must be checked.