504 Accommodations Plan

All student 504 Accommodation plans are to be completed using the 504 Accommodation Module in the SIS. This module is aligned with DoDEA policy for the provision of Section 504 accommodations for students with disabilities as prescribed in DoDEA Administrative Instruction (AI) 2500.14, Nondiscrimination and 504 Accommodations on the Basis of Disability in DoDEA Conducted Education Programs and Activities, April 23, 2012. Each building administrator should assign a 504 team as well as a team leader to develop 504 Accommodation plans. The person designated as this team leader will need to be assigned the 504-School view rights in Aspen.

Section 504 of the Rehabilitation Act of 1973 is a civil rights statute that prohibits discrimination against students with disabilities.The Section 504 law requires school districts with students with disabilities to be provided reasonable accommodations to allow access to educational programs and associated activities to the same extent as students without disabilities.

A student is considered disabled and may be eligible to be considered for 504 Accommodations if he/she:

• Has a physical or mental impairment which substantially limits one or more major life activities,
• Has a record of such impairment, or
• Is regarded as having such impairment.
  
  

DoDEA schools provide a free appropriate public education (FAPE) to students with disabilities by implementing reasonable 504 Accommodations upon establishing that a student has a disability requiring such 504 Accommodations.

Entering 504 Accommodation Plans into Aspen is a 3-step process:

• Create a Draft 504 Accommodation Plan.
• Add a 504 Accommodation Plan Meeting
• Complete/Edit the Draft Plan

To Add a 504 Accommodation Plan

1. Click the Student top tab.
2. Select the student that you want to add a 504 accommodation plan for.
3. Click the Documents side tab and then click the Ed. Plans sub side tab.
4. Click the Dictionary Icon (in the upper right hand corner) and select DoDEA 504 Plan
5. Go to the Options menu and select Add.
6. The 504 Accommodation template appears in the Draft Status:
   
7. Enter the Effective date of the Draft.
8. Click Save.

To Add a 504 Accommodation Plan Meeting

1. Within the Ed Plan side tab, click the Meetings sub side tab.
2. Go to the Options menu and select Add.
3. A New Student Ed. Plan Meeting template appears:
   
   
4. Enter the Date.
5. Select the appropriate Meeting Type.
   • a) Determination-a meeting to review evaluations, determine eligibility, and develop accommodations.
   • b) Incoming-a meeting to review an incoming 504 Accommodation Plan.
   • c) Initial-a meeting to initiate all actions.
   • d) Plan Review-either an annual review, or a meeting to review current accommodations for possible changes.
6. Enter the Details of Meeting.
7. In the Participants section, click the Add button to indicate participants:
   • a) Click the Person spyglass to select the appropriate participants.
   • b) A pop-up window will appear, defaulted to Special Education Staff.
   • c) Click the Team member type drop down menu and select Regular Education Staff.
   • d) A list of the student’s current teachers will appear.
   • e) Click to select a teacher, and then click OK.
   • f) Click the Role spyglass to select the appropriate role, and click OK.
   • g) To add additional participants click the Add button.
   • h) Repeat steps a-e, for those participants that are listed.
   • i) For those participants that are not listed uncheck the Current teachers only checkbox.
   • j) A list of all Regular Education staff will appear, select the participant and click OK.
   • k) Click the Role spyglass to select the appropriate role, and click OK.
   • i) Continue until all meeting participants are included.
     (In the pop-up window associated with participants, the Team member type is defaulted to Special Education Staff because it’s a shared pop-up window. If a participant is not included in any of the lists, enter the participants name and title inthe Details of Meeting section.)
8. Click Save.

To Reject a 504 Accommodation Plan during Initial Meeting

If it is determined during the initial meeting that the student does not have an impairment that necessitates a 504 Accommodation Plan, from within the Ed Plan side tab, follow these steps:

1. Click the Details sub side tab.
2. The 504 Accommodation template will appear.
3. For Status select Rejected .
4. For Effective date enter the meeting date.
5. For 504 Determination select No .
6. In the Summary of meeting and comments not noted above textbox, enter any comments associated with the decision.
7. Click Save .
8. Go to the Reports menu and print the 504 Plan-DoDEA report.
9. Have all meeting participants sign the report.

To Complete a 504 Accommodation Plan during Initial Meeting

1. Click the Details sub side tab.
2. The 504 Accommodation template should appear:
   
3. Enter the Status:
   • a) Draft (default) = a new plan that is in development, but not yet ‘Active’
   • b) Active = complete and all parties including parents have signed.  This plan is not to be changed or edited.
   • c) Previous =any non-active plan from prior years. Once a new plan is created, either during an annual review or a requested review, the current ’Active’ plan status must be changed to ‘Previous’. 
   • d) Rejected = the parents have rejected the plan or the team determined accommodations are not necessary.  The reason for the rejection should be noted in the Summary of meeting and comments not noted above text box, at the end of the template.
   • e) Discarded = Parents and the 504 Accommodation Team have determined that this plan is no longer needed, that the student no longer needs 504 Accommodations. 
4. Enter the Effective Date. The effective date depends on the status of the plan. If the status isDraft the effective date will be the initial draft date.  If the status is Active the effective date is the date the plan becomes effective.  If the status is Rejected the effective date is the rejection date.
5. Enter the End date, a year from the effective date if the status is Active.
6. Enter the Review date. The review date is 30 days before the end date for an Active status.
7. Enter the Parent signed date, the date the parent signed the plan. The plan status becomesActive and the plan cannot be modified thereafter.
8. Enter the 504 Determination and indicate Yes.

To Add a Major Life Activity

1. To add a Major Life Activity, click the Add button.
2. Select the appropriate option from the drop down list.
3. Click the OK button.
   

To Delete a Major Life Activity

1. Click the checkbox next to the Major Life Activity that you want to delete.
2. Click the Delete button.

To Enter the Basis for determining the Disability

• Enter the basis for determining the disability in the textbox.
  (Max. 200 characters – Use succinct language that is understood by all.
• 

Note:

While a medical diagnosis is appropriate for the section 504 Accommodation Team to consider during eligibility and plan review, a medical diagnosis is not a necessary condition for being found eligible under section 504. The 504 Accommodation Plan being created is for use by all school staff who service a student. The 504 Accommodation Plan template, once printed and signed will be given to all staff on a “need to know” basis. Therefore, the inclusion of a medical diagnosis is not appropriate on this form. A student’s medical diagnosis can be recorded in the Details section of the Accommodation Meetings template. Any medical diagnoses or other medical information used to determine 504 Accommodation should be stored in the student’s health record file and is accessible to the 504 Accommodation Team as needed.

A medical diagnosis (I.e. Asthma, Diabetes, ADD/ADHD, and Anxiety Disorder) is considered private medical information and should not be documented on a public document.

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To Add Evaluations used to Determine Eligibility

1. Click the Add button to list any evaluations:
   
2. Enter the Date of the evaluation.
3. Select the Type of evaluation.
4. Enter pertinent information in the Description textbox.
5. Click OK.

To Delete Evaluations used to Determine Eligibility

1. Click the checkbox next to the evaluation you want to delete.
2. Click the Delete button.

To Enter Student History

Enter in the Student history and any evaluative data considered at meeting textbox, any additional or supplemental information – not previously included in the 504 Accommodation Module – regarding the student’s prior educational needs. (Max. 200 characters – Use succinct language that is understood by all.)

To Add Accommodations Provided to the Student

1. Click the Multi-Add… button.
2. A pop-up window will appear:
   
   
3. Select the Accommodation Category
4. Select the Content Area
5. Click the checkbox next to the code you want to select.
6. Click OK.

To Delete Accommodations Provided to the Student

1. Click the checkbox next to the Accommodation you want to delete.
2. Click the Delete button.

To Enter a Summary of Meetings or Comments that are not already noted

Enter any additional information in the Summary of meeting and comments not noted above text box.

To Save the 504 Accommodation Plan

You MUST click the Save button any time you add data or navigate away from the 504 Accommodation Plan.

To Print the 504 Accommodation Plan

1. Within the 504 Accommodation plan, Go to the Reports menu.
2. Select 504 Plan.
3. Click Run.
4. From the pop-up window, print the report.
   

To Complete a 504 Accommodation Plan after Initial Meeting Date

1. Click the Student top tab.
2. Select the student who’s 504 Accommodation Plan needs to be completed.
3. Click the Documents side tab and the Ed. Plans sub side tab.
4. Click the Dictionary Icon and select DoDEA 504 Plan
5. Click on the plan you wish to complete. (it should be a blue link called DoDEA 504 Plan)
6. The 504 Accommodation template should appear.
7. Follow from step 3 to the end of the “To Complete a 504 Accommodation Plan during the initial meeting” section.