Acknowledgment for Release of Information

Acknowledgment for Release of Information

1. Select a student on the Students panel.

2. Click the Documents icon for the student.

3. From the Create New Document drop-down list, select Acknowledgement for Release of Information under Part B: Referral, and click Go.

4. In the Student Information section, the system auto-populates the following information:

   • From the Student Info/Demo Part B profile:

     • Student

     • USI

     • DOB

   • From the LEA Entry/Exit Part B profile:

     • Grade

   • From the Special Education Part B profile:

     • Case Manager

     • Last Eligibility Meeting Date

     • Last IEP Annual Review Meeting Date

5. Enter a date manually or select a date using the calendar icon.

6. In the From area, the system auto-populates the following information from the student profile, LEA Entry/Exit Part B when a parent, guardian, or student authorizes the release of records:

   • Name of Agency/Person

   • Street Address

   • City, State, Zip Code

7. In the To area, the system provides text boxes to enter the following information where a parent, guardian, or student wants to release the records:

   • Name of Agency/Person

   • Street Address

   • City, State, Zip Code

8. The system provides the following long stylized text boxes:

   • Describe the records to be disclosed: Enter a brief description of the records the user wants to disclose.

   • The reason for disclosing the record(s) is: Enter brief reasons for disclosure of records.

9. Enter the from and to dates for which the authorization is to be valid.

10. Select a parent or adult student who wishes to sign the consent. The parent or adult student names appear from the student's Profile, Student Contacts Part B.

11. When the parent or adult student signs on paper, selects the Parent/Adult Student will sign a paper copy checkbox. When this box is selected, the Document Delivery flyout section is required. The case manager will complete the Document Delivery section to indicate the consent response and consent date.

12. In the Parent/Adult Student Signature area, a parent or adult student signature will appear through the digital signature functionality unless the user selects Parent/Adult Student will sign a paper copy checkbox.

13. The signature date auto-populates when the parent or adult student signs digitally.

14. Click Save, Done Editing.

15. Finalize the document upon completion. To finalize the document, click Set Document, select Status from Draft to Final, and then click Accept.

• If the Red Flag option is selected in the student Profile, Student Info/Demo Part B, then the following information for a student or parent does not appear when the document is finalized:

  • Address

  • Phone number or Contact information

• If more than one parent has Educational Rights selected on the student's Profile, Student Contacts Part B, the system provides a list of the parent or guardian names with a checkbox. The user must select the name of the parent or guardian who will sign digitally.

• Click More, Update Document from Student Profile to refresh parent or guardian details on the document when the document is in draft mode. Parent or guardian details cannot be updated for documents in Review or Final mode.

Document Delivery

This section is required when the user selects Parent/Adult Student will sign a paper copy checkbox. The section does not print.

1. Within the Acknowledgement for Release of Information document, navigate to Document Delivery using the flyout menu.

2. Select the Mode of Delivery from the drop-down list.

3. Select the Date of Delivery.

4. Select a response for Parent Consent from the drop-down list.

5. Select the Parent Consent Date.

6. Click Save, Done Editing.

Data Flow

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