Section 504 - Meeting Notice and Invitation

The school sends this document to the student and their parent or guardian to inform them about the 504 meeting. This page includes the date, time, and location of the meeting, as well as the purpose of the meeting and a list of the individuals who will be attending.

Section 504 - Meeting Notice and Invitation

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 Section 504 - Meeting Notice and Invitation under Section 504, and click Go.

4. Enter a Label/Comment and click New. Click Additional Settings to specify the year and sections to include.

5. 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:

     • Last IEP Annual Review Meeting Date

   • From the Section 504 profile:

     • Section 504 Coordinator

6. Enter a date manually or select a date using the calendar icon. The date cannot be later than today's date and must be earlier than the date indicated in the Section 504 meeting field.

7. The system displays the student's name as Dear Parent/Guardian of <student name> within the letter when the Student Holds Educational Rights? checkbox is not selected within the Student Info/Demo Part B profile. 

8. In the Meeting Location field, select a location using the lookup function, or type a free-form location, and click non-lookup.

9. In the Meeting Date and Time do the following:

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

   • Enter a time manually or select a time using the clock icon.

10. The system provides a series of checkboxes to confirm the purpose of this conference. The user must select at least one checkbox.

    • When the user selects To discuss the following checkbox, a required textbox appears.

11. In the Meeting Participants section, enter the persons who have been invited to attend this meeting: 

    • Under the Name column, select a name from the staff table using the lookup function, or type a free-form name, and click non-lookup.

    • Under the Title column, the system will auto-populate the participant's title when using the lookup function. When using non-lookup, the user needs to type the title.

12. The system auto-populates the parent or guardian names that have Educational Rights selected in the Student Contacts Part B profile. The user can choose the parent or guardian who wishes to sign.

    • The system provides a series of checkboxes to confirm the parent or guardian responses. The user must select at least one checkbox.

    • In the Parent/Guardian Signature area, a parent or guardian signature will appear through the digital signature functionality unless the user selects Parent/Guardian will sign a paper copy checkbox.

    • In the Date area, the signature date will auto-populate when the parent or guardian signs digitally.

    • The parent/guardian will complete the document via digitally and will check either Yes, I consent or No, I do not consent. The Consent response will flow to the Section 504 profile, Consent Response. The date of the digital signature will flow to the Date of Section 504 Consent on the Section 504 profile.

13. When the parent or guardian signs on paper, select the Parent/Guardian will sign a paper copy checkbox. When the checkbox is selected, the Document Delivery section is then required.

14. Click Save, Done Editing.

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

To add more participants, click the plus icon.

Document Delivery

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

1. Within the Section 504 - Meeting Notice and Invitation document, navigate to Document Delivery using the flyout menu.

2. Select the Mode of Delivery.

3. Enter a date manually or select a date using the calendar icon in the Date of Delivery field.

4. When signing the paper, upon finalization of the document and the user selects the Parent Consent value and selects the Parent Consent Date.

5. Click Save, Done Editing.

Data Flow

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