504 Plan should have option to not auto close and keep it open.
Currently, Aeries will generate end date of 504 plan every year and generate a new open date at the beginning of the year. I would like to have the option to not close automatically and keep the plan open.
The most recent CALPADS dataguide says that 504 plan doesn't have to close every year.
Hello, this issue has been resolved in the 03/18/22 update. Here are the Revision Notes:
An option was added under Other Options to allow closing (default) or leaving open the 504 program records. Previously the program was closed thirty days prior to the end of the school year. See CALPADS Extracts - Other Options Tab
The SPRG ODS process was updated to handle the reconciliation of 504 programs (program code 101) as an eligibility program. See CALPADS Extracts - SPRG ODS Reconciliation
Thank you for the feedback. We are working on this now. When would you want this to be implemented? In the next school year? Finish this school year with the current logic and implement this next year so districts will need to run the SPRG ODS before sending up the first SPRG file for the year?(Edited by admin)
June Campbell commented
It seems like having it as an option would allow LEA's to handle it however it works best for them. I would be opting to keep ours open and running the SPRG ODS Reconciliation.
Thank you for looking at this!
Shanna Foster commented
I would prefer an option or at least have the record follow the student from school to school.
Michelle M Crowder commented
Keeping these plans open each year enables the school sites to be certain that they are servicing all 504 students and not missing someone whose plan was exited.
Aerin Mun commented
I think having an option is good because it is a recommendation from CDE guideline that we keep it open. Maybe some districts will choose to close every year. But even so, I don't think it should be closed as of the school's last date as the 504 plan anniversary would be sometime in the year and not when schools start and end the year.
We are analyzing this change now and would like your opinions on how this should be done. Currently Aeries handles the 504 Plan program similar to a Participation program even though it is an Eligibility program. The SPRG file extracts 504 records with the student’s current year enrollment date if the 504 Plan (FOF) or Special Programs (PGM) start date is before the student’s current year enrollment date. At the end of the school year, Aeries auto-closes out all Participation programs and 504 programs in the SPRG extract. This logic was added in 2018 to help our districts with CALPADS Overlapping errors. At one time the 504 Plan program was a Participation program in CALPADS.
In a recent ticket, a customer provided communication from Brandi Jauregui from the California Department of Education. saying that that 504 plans should now be left open to facilitate summer testing.
Here is the proposed solution:
Treat 504 program records as true eligibility, similar to Special Education. Extract with the actual start date in the 504 Plan (FOF) or Special Programs (PGM) record and do not auto-close the record at the end of the school year if no end date is populated.
This would require all districts to run the SPRG ODS Reconciliation process to adjust the records in CALPADS. The previous years 504 records will need to be deleted in CALPADS to prevent overlapping errors.
What we need to know from you is if we should add a CALPADS Option for this or force this change for all users. The SPRG ODS Reconciliation Process would need to be completed before submitting a SPRG file to CALPADS with this new logic.
Vicki Fisher commented
Defiite YES. These plans are renewed annually; however, it occurs at various times during the year based on the original effective date of the accommodation. These should not be an end endo-of-year date added automatically.
Terri Mozingo commented
I also vote for the add new meeting or add a re-evaluation instead of only the add new plan.
Calpads wants us to maintain the original start date like special education records, not start a new file each year.
Aerin Mun commented
Also, in the 504 table, instead of adding a new "plan" there should be a way to add a new "meeting." The plan is the same plan and should be kept open until it is closed for a new plan. For annual meetings, there should be a tab to keep track of the annual meetings on the same plan, instead of adding a new plan every year.