Section and Fields in the Notice of Conference form

Student information

The following table lists all the fields needed to build a Student Profile.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Student Name	Name of the student for whom the meeting has been called.	No.	Yes	Student Information	None	Populated from Student Profile. Captured through the {StudentName} field.
ID	Student ID as per the Student Information System records.	No.	Yes	Student Information	None	Populated from Student Profile. Captured through the {ID} field.
Date of Birth	DOB of the student as per the Student Information System records.	No.	Yes	Student Information	None	Populated from Student Profile. Captured through the {BirthDate} field.
Age	Age of the student as of the date.	No.	Yes	None	None	Calculated as per the current date and DOB. Captured through the {AgeAsofConference} field.
Grade	The academic grade the student is enrolled in or would be enrolled in.	No.	Yes	Student Information	None	Populated from Student Profile. Captured through the {Grade} field.
School/Site	The name of the School the student is enrolled in or would be enrolled in.	No.	Yes	Student Information	None	Populated from Student Profile. Captured through the {School} field.
Date	The date on which the Notice of Conference document is created.	Yes	Yes	N.A.	N.A.	Captured through the {DateOfNotice} field.

If the student is under 15, include a checkbox "Invite Student" and allow the user to check the box.

If checked, program generates a separate invitation, and their name appears in the list of invitees.

Generate separate letters if

When the parent/guardians have different addresses, and the "Generate Separate Letters" is TRUE in the Global Profile.
Additionally, if the student's age is 15 or older as of the meeting date, as indicated in the ‘Date’ field described in the previous table.

To know more about Globals Profile, read here.

Conference Meeting Schedule Information

The following table outlines the required fields for scheduling the case conference.

The fields appear as fields in the statement: “This notice is to inform you that a meeting regarding <Student Name> will be held on <Date> at <Time> at <Location>”

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Student Name	The name of the student for whom the Conference Meeting is being scheduled. Display the preferred first name of the student if the field is populated, else display the first name.	No	Yes	Student Information Profile	N.A.	Populated from Student Profile. Captured through the {StudentName} field.
Date	The date on which the Conference Meeting is scheduled.	Yes	Yes	N.A.	N.A.	Use the date picker to set the date. Captured through the {MeetingDate} field.
Time	The time at which the Conference Meeting is scheduled	Yes	Yes	N.A.	N.A.	Use the time picker to select the scheduled time. Captured through the {MeetingDate} field.
Location	The location where the Conference Meeting is scheduled	Yes	Yes	N.A.	N.A.	Use the look-up field to pick the meeting location. Captured through the {MeetingLocation} field.
Parennt Address	Address of the Parent of the student to whom the notice is being sent	No	Yes	N.A.	N.A.	Populated from Student Profile. Captured through the {^ParentInfo} field. The ‘Receives Mail’ flag should be TRUE.
In	Additional field to mention Room No. /Office No. etc.	Yes	No.	N.A.	N.A.	Captured through the {MeetingRoom} field.

Purpose of the meeting

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
The purpose of the meeting is to (check all that apply):	Choose one or more of the following as the purpose of the case conference meeting. Consider a referral for special education and related services. Conduct an Existing Data Review (EDR) as part of an initial evaluation or re-evaluation. Determine initial or continued eligibility for special education and related services. Develop an initial Individualized Education Program (IEP). Review/Revise the IEP. Consider Extended School Year Services (ESY). Consider Post-secondary Transition. Conduct a Manifestation Determination. Consider/conduct a Functional Behavior Assessment. Other.	Yes	Yes. At least one of these must be selected.	N.A.	N.A.	Based on the purpose of the meeting, one of the following fields is used. {ReferralCB} {EDREvalReEvalCB} {InitContEligCB} {DevInitIEPCB} {ReviseIEPCB} {ESYServCB} {PostSecTransCB} {MDRCB} {FBACB} {OtherCB} If you choose ‘Others’, then a separate text box appears on the screen and captures a detailed response in the {OtherPurpose} field.

Field Name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

The purpose of the meeting is to (check all that apply):

Choose one or more of the following as the purpose of the case conference meeting.

Consider a referral for special education and related services.
Conduct an Existing Data Review (EDR) as part of an initial evaluation or re-evaluation.
Determine initial or continued eligibility for special education and related services.
Develop an initial Individualized Education Program (IEP).
Review/Revise the IEP.
Consider Extended School Year Services (ESY).
Consider Post-secondary Transition.
Conduct a Manifestation Determination.
Consider/conduct a Functional Behavior Assessment.
Other.

Yes

Yes. At least one of these must be selected.

N.A.

Based on the purpose of the meeting, one of the following fields is used.

{ReferralCB}
{EDREvalReEvalCB}
{InitContEligCB}
{DevInitIEPCB}
{ReviseIEPCB}
{ESYServCB}
{PostSecTransCB}
{MDRCB}
{FBACB}
{OtherCB}

If you choose ‘Others’, then a separate text box appears on the screen and captures a detailed response in the {OtherPurpose} field.

Individuals who are expected to attend the meeting

The Notice of Case Conference specifies that the following individuals are expected to attend this meeting, either because attendance is required or because the school has determined they have knowledge or special expertise regarding the student. This list is in addition to the Student and their Parent or Guardian.

The parents have the right to invite any other participants they feel have knowledge or special expertise of the student.

The NOC does not capture these details when it is drafted and sent to the student's Parent or Guardian.

Use the Look-up feature to find the relevant person for each selected role in the records.

Parents and Student

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Parents	Displays each parent/guardian's name based on the "receives letters checkbox in the student contacts profile.	No	Yes	Student Contacts	N.A.	N.A.
Student	Using the student's Next Annual Review Due Date that is located in the special ed profile, if the student is turning 16 years or older on that due date or after that due date, the student must be invited to the meeting. The student's name must be included on the letter.	No	Yes	Student Profile	N.A.	N.A.

Additional meeting attendees

Choose one or more of the following as the purpose of the case conference meeting.

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Regular Ed /EC Teacher		Yes	Conditional. If you have already added a Regular Ed /EC Teacher, the system will not allow you to add a Special Education Teacher.	Staff Profile	N.A.	Captured through the {RegEdTeacherLK } field.
Special Ed. Teacher	Special Education Teacher, as noted in the student's Special Education Information Profile.	Yes	Conditional. Adding a Special Education Teacher is not required if a Regular Ed /EC Teacher is already selected.	Special Education Information Profile	N.A.	Captured through the {SpecEdTeacher} field.
Interpreter	Individual to interpret instructional implications of evaluation results.	Yes	Conditional.	Staff Profile	N.A.	Captured through the {IndividualInterpreter} field.
LEA Representative	Local Education Agency Representative You can add up to 2 Agency Representatives	Yes	Conditional. At least one of the fields from this table must be selected.	Staff Profile	N.A.	Captured through the {LEARep} field.
Agency Representative	Agency Representative for post-secondary transition.	Yes	Conditional. This field is applicable only if the student has a post-secondary transition.	Staff Profile	N.A.	Captured through the {AgencyRep1LK} field.
Part C Representative (if applicable).		Yes	Conditional. This field is applicable only if a Part C requirement has been applied to the student.	Staff Profile	N.A.	Captured through the {PartCRepLK} field.
Any other additional person.	For Others, you can add an unlimited number of people. If this is selected using staff lookup, you can retrieve the person's position and then modify it.	Yes	Conditional. At least one of the fields from this table must be selected.	Staff Profile	N.A.	Captured through the {OthersPart} field.

Automated Messaging to all the meeting attendees
When the NOC is set to Review, the system automatically sends a message to all names (that have a lookup) (non-lookup names cannot be sent) listed in the NOC document.

The message summary will read "A Notice of Conference has been scheduled for Student ID <ID> on <Meeting Date>. The body of the announcement will read the same.

Signature Section

The closing line of the Notice of Conference document reads as:

Please contact me at <…> as soon as possible to confirm your attendance, arrange alternate methods of participation (e.g., phone conference or other electronic medium), OR if unable to participate, reschedule for another time and date.

Here, the system auto-populates the ‘Work Phone’ using the field and ‘E-mail’ based using the field on the LEA staff profile name.
Below this, there is a field for the person who has created this Notice of Conference document to sign it.

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Name	Name of the person who created this NOC document.	Yes	Yes	Special Ed. Profile	N.A.	Captured through the {StaffName} field.
Title	When the user selects the Staff Name in the previous field, the system will auto-populate the staff's position. However, the user can change it later using the StaffPositions table.	Yes	Yes	Staff Profile	N.A.	Captured through the {StaffPosition} field.
Date	This is a date field. This document does not have a digital signature.	No	Yes	N.A.	N.A.	Captured through the {Dates} field.

Field Name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Name

Name of the person who created this NOC document.

Yes

Special Ed. Profile

N.A.

Captured through the {StaffName} field.

Title

When the user selects the Staff Name in the previous field, the system will auto-populate the staff's position.

However, the user can change it later using the StaffPositions table.

Yes

Staff Profile

N.A.

Captured through the {StaffPosition} field.

Date

This is a date field. This document does not have a digital signature.

Yes

N.A.

Captured through the {Dates} field.

Contact Log Section

This section captures the attempts made to deliver the Notice of Conference to the parents or guardians. The section allows logging details of the last two attempts.

For Office Use Section

This section captures the Delivery status and response status on the specific document under which it is added.

The fields in this section, however, are consistent across all documents and are explained in this section.

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Date of Delivery	The date on which the document was sent or handed over to the parent.	Yes	Yes	Document Delivery Profile		Captured through the {DateOfDelivery} field.
Mode of delivery	One is required. However, you can select more than one.	Yes	Yes	Document Delivery Profile		Captured through the {ModeOfDelivery} field. The keywords for the modes are as follows: Emailed (EMAIL) Fax (FAX) Given to Parent at Home Visit (GPHV) Given to Parent at the Meeting (GPM) Given to Student (C7) Mailed (MAIL) Other (Other) Parent Office Visit (POV) Sent via Student (STU)

Field Name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Date of Delivery

The date on which the document was sent or handed over to the parent.

Yes

Document Delivery Profile

Captured through the {DateOfDelivery} field.

Mode of delivery

One is required. However, you can select more than one.

Yes

Document Delivery Profile

Captured through the {ModeOfDelivery} field. The keywords for the modes are as follows:

Emailed (EMAIL)
Fax (FAX)
Given to Parent at Home Visit (GPHV)
Given to Parent at the Meeting (GPM)
Given to Student (C7)
Mailed (MAIL)
Other (Other)
Parent Office Visit (POV)
Sent via Student (STU)

Data Flow 

Upon finalization of the document, the following data flow occurs:

Details	To Profile