Classic View: Student Information > Special Ed > General > Documents
Search Terms: Special Ed Documents
The Comparable Service Plan is used to capture student special education plan information and match the required documentation provided by the state of Hawaii. This document describes each editor, the section(s) of the print format that include the entered information, a description of each field on the editor, and any special considerations and instructions.
Plan formats are selected in Plan Types. The current print formats is HI Comparable Services 2022.
Editor Home
The Editor Home lists the editors available on the student's Comparable Services Plan.
Editor Home
Header
Description
Name
The name of the editor.
Status
The state of the editor. Statuses can be:
In Progress indicates a user has entered and saved data in that editor.
Not Started is the default status for all editors.
Complete indicates a user has clicked the Complete button on the editor and the editor is read only. This does not lock the editor from further editing, but indicates the user considers the editor to be finished.
Not Needed indicates a user has clicked the Not Needed button on the editor. This is usually done for editors that do not apply to the student.
Modified By
The date and the user by whom the editor was last edited.
Completed By
The date and the user who clicked the Complete button for that editor.
General IEP Information
The following table lists the buttons available for the editors:
Button
Description
Save
Different editors have different save options. Click the arrow next to the Save & Stay button to view all saving options for any given editor.
Save captures progress and navigates the user to the Editor Home or to the List Screen for List editors. See the Editor Types section for additional information.
Save & Stay captures progress and keeps the user on the current editor. This save button is the default save option and usually found within the detail screen of List editors, such as Goals and Objectives.
Save & Next captures progress and navigates the user to the next editor.
Save & New captures progress and creates a new record. This save button is usually found within the detail screen of a list editor, such as Goals and Objectives. See the Editor Types section for additional information.
Refresh
Retrieves a new copy of data from the student's record. This includes enrollment, student, parent/guardian, and team member information. This also returns any accidentally deleted people records. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.
A side panel displays listing all applicable Enrollment records for the student. See the Enrollments tool documentation for additional information.
Cancel
Navigates the user to the Editor Home screen or to the List Screen for List editors.
Status
i.e. Complete, Not Needed, etc.
Changes the status of the editor.
Complete indicates the editor is finished. This makes the editor read-only. However, this does not lock the editor from further editing. To further edit after an editor is marked Complete, the user must click In Progress.
Not Needed indicates the editor does not apply to the student's plan. This makes the editor read only. However, this does not lock the editor from further editing. To further edit after an editor is marked Not Needed, click the In Progress button.
In Progress only displays when the editor is in the Complete or Not Needed status and allows additional edits to be made.
Print
Prints the entire plan.
Editors
Opens a side panel listing all the available editors and their status. Select an editor from this list to navigate to that editor or click Close to collapse the side panel.
Previous
Navigates the user to the previous editor.
Next
Navigates the user to the next editor.
Editor Types
There are two types of editors available: List or Basic editors. When navigating to a Basic editor, the list of fields within the editor display. List editors display a list of all records within that editor. Clicking an existing record or the New button opens the detail view for an individual record. An example list editor is the Goals and Objectives editor.
Padlock Icon
Only one user at a time can actively work on an editor. A person with a padlock icondisplays in the Editors side pane, Editor Home, and List Screen of list editors indicating which editors currently have users working on them. Hovering over the icon displays the name of the user who has checked out the editor, including the current user (you).
Editors that are currently being edited are read only for all other users. The name of the person working on the editor displays in the header. Once the editing user navigates away from an editor, that editor becomes available to work on.
Template Banks
Certain fields within several editors have a paper icondisplays next to their name. When the icon is clicked, a side panel displays with the available library of predetermined text for that field. Template Banks are managed in System Administration.
The following section lists each editor and describes each field on the editor.
Education Plan
The Education Plan editor includes the various dates associated with the plan, why the IEP meeting was held, and how student progress is reported.
This editor must be saved before entering data into other editors.
Education Plan Editor
Field
Description
Validation
Plan Type Required
The type of plan. This displays "Transfer."
This is read only.
Enrollment Start Date *Required
The student's Enrollment date.
* This is a required element for marking this editor as complete. This field auto populates from the Start Date of the selected Enrollment on the Enrollment Information editor.
Initial IEP Due Date *Required
The day on which the plan is due for the student.
* This is a required element for marking this editor as complete.
This field becomes available after the Enrollment Start Date is populated. This auto populates to be 90 days from the Enrollment Start Date.
In consultation with the parent(s)/legal guardian(s), the Department of Education agrees to provide comparable services until:
Options include:
An initial evaluation has been completed.
An IEP has been developed, adopted, and implemented.
Student has been deemed NOT eligible.
N/A
For ages 14+:
Options include:
Regular Diploma
Certificate of Completion
N/A
For Agency Use Only:
Parent/legal guardian was provided a copy of the procedural safeguards in his/her native language or other mode of communication.
Indicates the parent/legal guardian was given a copy of the procedural safeguards in their native language or some other mode of communication.
* This is required in order to Complete the editor.
Date safeguards provided to parent/legal guardian *Required
The date the procedural safeguards were provided to the parent/guardian.
* This is required in order to Complete the editor.
Parent/legal guardian was provided a copy of the IEP at no cost. *Required
Indicates the parent/legal guardian was given a copy of the IEP.
* This is required in order to Complete the editor.
Date IEP provided to parent/legal guardian *Required
The date a copy of the IEP was given to the parent/guardian.
* This is required in order to Complete the editor.
If the student is of transition age, he/she was provided a copy of the procedural safeguards in his/her native language or other mode of communication.
Indicates the student was given a copy of the procedural safeguards in their native language or some other mode of communication.
N/A
Date safeguards provided to student
The date the procedural safeguards were provided to the student.
N/A
Student was provided a copy of IEP at no cost.
Indicates the student was given a copy of the IEP.
N/A
Date IEP provided to student
The date a copy of the IEP was given to the student.
The Enrollment Information editor reports Special Education information from the student's Enrollment record. This editor is read only.
The Refresh button retrieves a fresh copy of data from the student's record. See the General Evaluation Information section for additional information.
Enrollment Information Editor
Field
Description
Validation
Eligibility Category *Required
The student's eligibility area.
* This is a required element for saving this editor. This auto populates from the most recent locked evaluation > Eligibility Decision editor > Eligibility Category field. The user is able to update this field if needed. The options in this field are defined at a state level and cannot vary by district.
Special Ed Status *Required
The student's special ed status.
* This is required in order to Complete the editor. This auto populates based on the selected Enrollment record.
District
The student's district of residence.
This field is pulled from the Enrollment record, then System Administration > Resources > School > State Data Elements > Sub-District. When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
Complex Area
The location of the building.
This field is pulled from the Enrollment record, then System Administration > Resources > School > State Data Elements > Complex Area. When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
Grade
The student's current grade.
This field auto populates from the selected enrollment record when the user selects the Refresh button.
When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
School Name
The name of the school associated with the student's Enrollment record.
This field auto populates from the selected enrollment record when the user selects the Refresh button.
When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
School Phone
The phone number of the school associated with the student's Enrollment record.
This field auto populates from System Administration > Resources > School > (School Name) > Phone, and use the school associated with the selected enrollment record when the user selects the Refresh button.
When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
School Year
The school year associated with the student's Enrollment record.
This field auto populates from the selected enrollment record when the user selects the Refresh Button.
When "FAPE for Private School & Homeschool Students" is selected as the Plan Type, this field becomes editable.
The Parent/Guardian Information editor populates based on the guardian checkbox on the student's Relationships tool. The editor includes Demographics information for the student's guardian.
The Delete button next to each parent/guardian can be used to remove a parent/guardian from the IEP.
The Refresh button retrieves a new copy of parent/guardians' data. This also returns any accidentally deleted people. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.
Parent/Guardian Information Editor
Field
Description
Ad Hoc
Validation
Last Name
The last name of the parent/guardian.
Census > People > Demographics > Last Name
identity.lastName
This field populates from Census. This is part of the header for the parent/guardian.
First Name
The first name of the parent/guardian.
Census > People > Demographics > First Name
identity.firstName
This field populates from Census. This is part of the header for the parent/guardian.
Middle Name
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
This field populates from Census. This is part of the header for the parent/guardian.
Suffix
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
This field populates from Census. This is part of the header for the parent/guardian.
Relationship
The relation of the parent/guardian to the student.
Census > People > Relationships
This field populates from Census. This is part of the header for the parent/guardian.
Print Sequence
The print order of the parent/guardian(s) on the IEP.
N/A
If no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. If any Sequences are selected, only parent/guardian(s) with a sequence number prints in the order defined.
If there are multiple addresses for a person, a drop down with an option to select which address displays. If there is only one address, the drop down only has one option. The populated address is the one marked "Primary."
Home Phone
The home phone number of the parent/guardian.
Census > People > Demographics > Household Phone
This field populates from Census.
Work Phone
The work phone of the parent/guardian.
Census > People > Demographics > Work Phone
This field populates from Census.
Cell Phone
The cell phone of the parent/guardian.
Census > People > Demographics > Cell Phone
This field populates from Census.
Email
The primary email address for the parent/guardian.
Census > People > Demographics > Email
This field populates from Census.
Interpreter Required
Indicates an interpreter is needed for the meeting.
The Conference Announcement editor is used to document planned meetings of the IEP team.
This editor is not optional and must be completed.
Conference Announcement List Screen
Conference Announcement List Screen
Column Name
Description
Padlock Icon
The user currently working on the record.
Meeting Date
The date of the meeting.
Meeting Location
The location of the meeting.
Print in Plan
Indicates this meeting information prints on the Plan.
Conference Announcement Detail Screen
Conference Announcement Detail Screen
Field
Description
Validation
Print in Plan
Indicates this meeting information prints on the Plan.
This defaults to unmarked.
Scheduled Conference Date Required
The meeting date.
N/A
Scheduled Conference Time Required
The meeting time.
N/A
Announcement Date
The date a notification was sent notifying the team members of the meeting.
N/A
Scheduled Conference Location
The location of the meeting. Options include: Virtual, Phone, or In-Person.
N/A
Conference Location (specify)
The location of the meeting, if clarification or details are needed.
N/A
Plan Process
Indicates the type of evaluation processes needed for the student. Options include:
If IDEA eligible, develop an Individualized Education Program (IEP).
Determine educational placement.
Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.
N/A
Comparable Services
Indicates the student needs an Learning Loss Plan. Options include:
Review and adopt the transferring plan until a new evaluation and plan can be completed.
N/A
Learning Loss
Indicates the student needs an Learning Loss Plan. Options include:
Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g. pandemic, flood, volcanic activity).
N/A
Discipline:
Indicates the student needs an Discipline Evaluation. Options include:
Discuss a manifestation Determination (MD) - Student Discipline
N/A
Attendance
First Name
The first name of the team member.
This field is required for saving this editor.
This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only.
The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Last Name
The last name of the team member.
This field is required for saving this editor.
This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only.
The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Role
The role of the team member.
This field is required for saving this editor.
Values available in this dropdown include locked attributes:
General Education Teacher
Related Service Provider
Special Education Teacher
Specialized Support Instructional Personnel
Principal
Vice Principal
Unlocked Attribute values include:
determined by district
Invited
Indicates this team member has been invited to the meeting.
N/A
Excused
Indicates this team member is excused from the meeting.
This field only displays when the Role for that person is one of the following:
General Education Teacher
Related Service Provider
Special Education Teacher
Specialized Support Instructional Personnel
Principal
Vice Principal
Designee for Admin
Indicates this team member has been designated as an administrator for the meeting.
When Role is Principal or Vice Principal, this check box is grayed out.
Admin/Designee Statement This section becomes available when the Designee for Admin checkbox is selected.
Admin Designee Statement:
Indicates why an admin is being used in the meeting.
This is required for saving the editor when available.
Conference Notification
The Conference Notification editor is used to document when notifications were sent out informing the team of meetings.
Conference Notification List Screen
Conference Notification List Screen
Column Name
Description
Padlock Icon
The user currently working on the record.
Meeting Date
The date of the planned meeting.
Mutually Agreed
Indicates if the parent/guardian consented to the meeting date.
Conference Notification Detail Screen
Conference Notification Detail
Field
Description
Validation
Conference Notification
Scheduled Meeting Date
The date of the scheduled meeting.
This field is required for saving the editor.
The options in this field are determined from the Conference Announcement entries.
Mutually Agreed Upon:
Indicates if the parent/guardian consents to the meeting date. Options include:
Yes, parent agrees to date and time of meeting and knows the purpose(s) of the meeting.
No (unable to move forward until three attempts)
These options are hard coded.
Notified Date:
The date the parent/guardian was notified of the planned meeting date.
There is space for a 1st, 2nd, and 3rd notification fields.
Notified By:
Indicates who sent the notification to the parent/guardian.
N/A
Notify Method:
The manner in which the parent/guardian was notified. Options include:
Phone
Personal Contact
Regular Mail
Return Receipt Required
Personally Delivered
Email
Fax
These options are hard coded.
Notified Outcome:
The outcome of the notification.
Outside Agency Parent Consent Tracking
Agency
Indicates which outside agency is involved, if applicable. Options include:
Department of Health - Early Intervention
Department of Health - Developmental Disabilities Division
Department of Health - Child/Adolescents Mental Health Division
Department of Human Services - Division of Vocational Rehabilitation
Other (specify)
When Other (specify) is marked, the user is able to manually enter their own value.
Consent to Invite Needed
Indicates that an Outside Agency should be invited and the Consent to Invite document is needed.
N/A
Consent to Invite Received
Indicates a signed Consent to Invite document was returned to the district.
N/A
Consent Received Date
The date the signed Consent to Invite document was returned to the district.
This field becomes available and required when the Consent to Invite Received check box is selected.
Team Member Notification Tracking This table is read only and displays the following columns:
Team Member Name
Date
Method
Notified By
Outcome
>
All of these read only values come from the user selecting the Add Notification button and entering information on a side panel recording when notifications were made to certain team members.
Notification Tracking (side panel) This displays when the user clicks Add Notification or on the ">" from a previous entry in the table.
Team Member Name:
The name of the team member.
The options in this field are determined from the marked entries from Conference Announcement > Invited checkbox.
This displays as First Name Last Name, Role.
Date:
The date the team member was notified.
N/A
Method:
The manner in which the team member was notified. Options include:
The Conference Actual editor is used to document meetings that took place.
Conference Actual List Screen
Conference Actual List
Column Name
Description
Padlock Icon
The user currently working on the record.
Meeting Date
The date of the planned meeting.
Mutually Agreed
Indicates if the meeting date was agreed upon.
Conference Actual Detail Screen
Conference Actual Detail
Field
Description
Validation
Actual Conference Notification: <date of actual conference> The "<date of actual conference>" populates based on the Actual Conference Date entered.
Scheduled Meeting Date
The date of the planned meeting.
The options in this field are determined from the Conference Announcement > Scheduled Conference Date entries.
Scheduled Conference Time
The time of the planned meeting.
The options in this field are determined from the Conference Announcement entries.
This field is read-only.
Scheduled Conference Location
The planned conference location.
The options in this field are determined from the Conference Announcement entries.
This field is read-only.
Actual Conference Date
The date the meeting took place.
This is required for saving the editor.
Actual Conference Time
The time the meeting took place.
This is required for saving the editor.
Actual Conference Location
The location of the meeting. Options include:
Phone
Virtual
In-Person
This is a required element for saving the editor.
The values available are hard-coded.
Actual Conference Location (specify)
The location of the meeting, if clarification or details are needed.
N/A
Plan Process:
Indicates the type of plan processes needed for the student. Displays two rows of checkboxes, Scheduled and Actual. Options include:
If IDEA eligible, develop an Individualized Education Program (IEP).
Determine educational placement.
Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.
The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected.
The Actual column can be edited.
If the user selects one of these options, they are not be able to select Learning Loss.
This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Comparable Services
Indicates the student needs a Comparable Services Plan. Options include:
Review and adopt the transferring plan until a new evaluation and plan can be completed.
The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected.
The Actual column can be edited.
Learning Loss:
Indicates the student needs an Learning Loss Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include:
Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g. pandemic, flood, volcanic activity)
The Scheduled column is read only and is determined based on the Scheduled Meeting Date selected.
The Actual column can be edited.
If the user selects this value they are not able to select Plan Process.
This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Discipline:
Indicates the student needs an Discipline Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include:
Discuss a manifestation Determination (MD) - Student Discipline
This field has two parts to it. The first part, "Scheduled" are read only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Attendance
Team Member Name
The name of the team member.
This field is read-only and auto populates based on Team Members entered within the Conference Announcement editor who have the Invited checkbox marked.
The First Name, Last Name, and Role fields display.
Attended
Indicates the team member attended the meeting.
N/A
Admin/Designee
Indicates if the team member is an admin designee for the meeting.
This field is read-only and auto selected if it was selected within the Conference Announcement editor.
Excused
Indicated the team member was excused from the meeting.
This field is read-only and auto selected if it was selected within the Conference Announcement editor.
Reason for Excusal
The reason the team member was excused from the meeting.
This field is blank upon entering the editor and requires the user to enter a value if the corresponding Excused checkbox is marked.
The Prior Written Notice editor provides a space for descriptions and explanations related to proposed or refused actions for a student.
Prior Written Notice List Screen
Prior Written Notice List Screen
Column Name
Description
Padlock Icon
The user currently working on the record.
Meeting Information
The meeting purpose information.
Date Provided to Parents
The date the notice was provided to the student's parent/guardian(s).
Print in Plan
Indicates this record prints on the Plan.
Prior Written Notice Detail Screen
Prior Written Notice Editor Detail Screen
Field
Description
Validation
Print in Plan
Indicates this record prints on the Plan.
Defaults to unmarked.
Meeting Information:
The meeting purpose information.
This is a required element for saving the editor. The options in this field are determined from the Conference Actual entries. The values in this field are the title of the selected Conference Purpose along with the Actual Conference Date. This value is also displayed on the Prior Written Notice Main List Editor as the primary sort option.
Date provided to parents:
The date the notice was provided to the student's parent/guardian(s).
This is a required element for saving the editor.
Admin / Designee
Indicates this team member has been designated as an administrator for the meeting.
This field is read only with information auto populating from the Conference Actual and whoever is marked as the Designee for Admin.
Description of proposed or refused action:
A description of the proposed or refused action.
N/A
Explanation of why the action is proposed or refused:
An explanation of why the action is proposed or refused.
N/A
Description of other options considered:
A description of other options considered.
N/A
Reasons these options were rejected:
An explanation for why these other options were rejected.
N/A
Description of the evaluation procedures, test, records, or reports used as a basis for the proposed/refused action:
An explanation for the data used for the basis of the action.
Editor Home
displays in the Editors side pane, Editor Home, and List Screen of list editors indicating which editors currently have users working on them. Hovering over the icon displays the name of the user who has checked out the editor, including the current user (you).
displays next to their name. When the icon is clicked, a side panel displays with the available library of predetermined text for that field. Template Banks are managed in System Administration.
Education Plan Editor
Enrollment Information Editor
Student Information Editor
Parent/Guardian Information Editor
