The Meeting Administrator feature helps users create, manage, and review student meetings for EB plans. It allows staff to group students into a meeting, assign a meeting type, add committee members, review scheduled meetings, and manage completed meetings.
This article explains how to use Meeting Administrator to create a new meeting, review student meeting details, and review completed meetings.
1. Creating a New Meeting
- Hover over ELLA, then select Meeting Administrator.
- Click Create New Meeting.
The system displays a series of fields used to create the meeting. Review the meeting entry fields below.
| Create Meeting Entries | Description |
|---|---|
| Campus (Optional) | Select the campus from the Select a Campus dropdown. |
| EB Status (Optional) | Select the EB Status from the dropdown. Choosing an EB status narrows the list of students shown below. If no EB status is selected, students with any EB status appear in the selector box. |
| Meeting Date | Enter the Meeting Date. This field is required. After the meeting is created, the meeting date can still be edited if needed. |
| Meeting Name | Enter the Meeting Name. This field is required. Use a meaningful name that helps users distinguish this meeting from others listed under "Scheduled Meetings" or "Completed Meetings." |
| Meeting Type | Select the Meeting Type. This meeting type is assigned to each student’s EB plan title page. Each meeting can include only one meeting type, such as "Initial," "Review," "State Assessment," "Annual Review," or "Exit." If a student needs an additional meeting type, add it directly on the student’s EB plan title page and save the plan. |
| Students Order By | Select student names from the list. The default sort is by name. Click the caret (arrow) to move selected students into the meeting. Students displayed in the box on the right are included in the scheduled meeting. |
| Create Meeting Entries, cont. | Description |
|---|---|
| Bilingual/ESL Educator | Select the Bilingual/ESL Educator from the dropdown or type the name manually. This field can be edited after the meeting is created. |
| Campus Administrator | Select the Campus Administrator from the dropdown or type the name manually. This field can be edited after the meeting is created. |
| IEP Representative (if needed) | Select the IEP Representative from the dropdown or type the name manually. This field can be edited after the meeting is created. |
| Parent Representative | Select the Parent Representative from the dropdown or type the name manually. This field can be edited after the meeting is created. |
| Adtl Committee Attendees | If additional committee attendees are needed, select the staff name or names and click the caret (arrow) to include them on the EB Plan > Recommendations and Signature page. This field can be edited after the meeting is created. |
Click Save and Close to create the scheduled meeting, or click Cancel to stop without saving.
2. Reviewing Student Meeting Details
After the meeting is saved, you can review additional meeting details.
Click the caret (arrow) to expand the meeting and view all students included in the newly created meeting. The displayed meeting name includes the meeting date, meeting name, and the name of the person who created the meeting.
Click a student’s name to open a new page for that student. The student number and name display at the top of the page, and the EB plan opens automatically so information can be entered into the plan sections. You can also right-click the student’s name and select Open Link in New Tab.
Each student opens in a separate browser tab.
| Scheduled Meetings Details | Description |
|---|---|
| Progress | The "Progress" header shows how many EB plans for the students in the meeting are currently locked. |
| Edit | Click Edit to open and update the meeting criteria as needed. |
| Lock | After forms are completed for the students in the meeting, click Lock to bulk lock all EB plans in that meeting. |
| Print Plans | Click Print Plans to bulk print the EB plans for the meeting. |
| Print Letters | Click Print Letters to bulk print the parent letters for the meeting. |
Click the delete (X) icon to delete the meeting group from the "Meeting Administrator" screen.
3. Reviewing Completed Meetings
In the “Completed Meetings” section, click the caret (arrow) to expand the meeting and view all included students.
Use Print Plans to bulk print the EB plans in the completed meeting.
Use Print Letters to bulk print the parent letters for the completed meeting.
Meeting Administrator Tips
- A student can be included in only one scheduled meeting at a time. If you cannot add a student to a meeting and have confirmed the student is not already in a scheduled meeting, that student’s meeting must be documented separately without using Meeting Administrator.
- A scheduled meeting becomes a completed meeting only when all EB plans in the meeting group have been successfully locked.