The “Section 504 Snapshot for Annual Review” form is used to review student performance data prior to a formal annual Section 504 meeting. This form helps campuses determine whether a full annual review meeting is necessary or whether the student’s current Section 504 plan remains appropriate without convening a meeting. When used correctly, the Snapshot supports compliance, documents data review, and generates a parent notification letter when applicable.
When to Complete the Section 504 Snapshot
- The recommended timeline for completing the “Section 504 Snapshot for Annual Review” form is two to four weeks before the student’s annual review date.
- Based on the data gathered in the Snapshot:
- If concerns are identified, schedule and conduct a Section 504 annual review meeting.
- If no concerns are identified, complete and lock the Snapshot form and generate the parent letter notifying the parent that no annual meeting will be held. The letter must also inform the parent of their right to request a meeting.
- To use this form, the student must have a Section 504 evaluation that has been completed and locked in the application.
Required Fields and Data Entry
- Required fields (highlighted in yellow) include:
- Date Snapshot Completed
- Date Parent Contacted
- Method of Parent Contact
- All sections of the form must be addressed before saving. You cannot save a draft without entering information in each required area.
- Required content areas include:
- Attendance
- Grades/Classroom Performance
- State Assessment/Benchmark Testing
- Discipline
- Health/Social-Emotional Well-Being
Annual Review Date and Letter Generation
- If the team determines that a formal annual meeting is not needed, the "Date of Snapshot" becomes the student’s annual review date once the form is locked.
- The form data generates a parent notification letter in PDF format.
- If the student does not have a current evaluation decision in Program Compliance, the parent letter will not print.
If the Snapshot Form Is Not Visible
- If the “Section 504 Snapshot for Annual Review” form does not appear in the Section 504 form dropdown, the form has been hidden.
- Only a user with District Administrative permissions can unhide the form by navigating to: District Admin > Districts > Edit Customization Options.
- Locate the “Hidden Forms” section and click the red delete (X) icon next to “SE 504 – Section 504 Snapshot for Annual Review.”
- Click Save to make the form visible again.
Customizing Shared Lists for the Snapshot
- To customize dropdown lists used on this form, navigate to: District Admin > Lists > Edit Shared Lists.
- From the “Select Plugin” dropdown, choose Forms.Section504Snapshot.Plugin.