Phoenix automatically creates events on a compliance timeline (for example: Initial Eligibility, Initial and Annual IEPs and SPs, Reevaluation Decision). Other events and forms can be created as needed. For information about which events and forms can be created and the correct dates to use select User Created Events and Forms Information section below or download the User Created Events and Forms Quick Start card.
These steps are used to create all events except IEP Amendment and IEP Correction. The instructions to create those events can be found here.
Creating the event or form
Open the student's profile.
On the student's profile, click Events.
On the student's Events panel click + New Meeting.
On the Schedule Meeting Window, choose the event from the Event Type menu. In this example Disciplinary Documentation will be created.
If "Student School" field is visible below the Event Type, choose the school the student currently attends from the menu. This field is not included for all students.
Enter the Scheduled Date and the Due Date. The dates entered depend on the event being created. See the User Created Events and Forms Information section below, or the User Created Events and Forms Quick Start card, for specific information about the dates to use for each event.
The Event Details field can be used to add information about the event. It is not required. Information entered becomes part of the event name on the Events page.
Click the Smile icon to assign the event to yourself or the Search icon to open the Staff Search window allowing you to search for and select another user.
Save.
The event appears on the Scheduled Events panel.
If a user created event or form is no longer needed contact the SSD Help Center to have it deleted. When creating the ticket select ‘Delete Event’ as the issue type.
User Created Events and Forms Information
Event | Dates to Use When Creating Event | Event Description |
|---|---|---|
Consent for Release of Information-Medicaid | Scheduled and Due Dates: Date Event is created | Used by OTs, PTs, SLPs, and SWs to document consent for release of information and Medicaid reimbursement |
Correction-Initial Eligibility | Scheduled and Due Dates: Date of final Evaluation Conference for Eligibility Event being corrected | Corrects clerical errors in an Initial Eligibility Event |
Correction-Reevaluation | Scheduled and Due Dates: Date of final Reevaluation Conference for Reevaluation Event being corrected | Corrects clerical errors in a Reevaluation Event |
Disciplinary Documentation | Scheduled and Due Dates: Date Event is created or Date of Infraction | Completed each time a student is suspended out of school. Contains Page 1 and Section A of the Discipline Documentation Form. If a Manifestation Determination is required, that event will be created by Phoenix based on the responses entered on Page 1 of the Discipline Documentation Form. |
IEP Amendment and IEP Correction | Scheduled and Due Dates: Dates are autofilled by the system | Instructions for creating an IEP Amendment or IEP Correction event can be found here. |
Prior Written Notice-IEP | Scheduled and Due Dates: Date of IEP Meeting if PWN is being issued in conjunction with IEP decisions or Date Event is being completed | An IEP event has five Prior Written Notice forms available. For additional forms, create a Prior Written Notice Event which adds an event containing five PWN-IEP forms on the Events Panel. Multiple Prior Written Notice Events can be created if more than 10 notices are needed (no need to lock first event to create second, etc.) |
Summary of Performance | Scheduled and Due Dates: Date Event is created | Completed by the Case Manager no sooner than 30 calendar days prior to graduation or aging out or not later than 10 calendar days after the student finishes school. The event must be created, completed, locked, and printed before the student is exited from Phoenix. |
Transfer of Rights | Scheduled and Due Dates: Date Event is created | Issued at least one year before the student turns 18 (at 16) and again when the student is 18. The form is included in the IEP, IEP Amendment, and IEP Correction Events but can be created by the user if needed at another time. |
Transportation Change | Scheduled and Due Dates: Date Event is created | Changes information such as emergency contacts, pick up or drop off location, school, ESY transportation, etc. NOTE: Cannot be used to add or remove Transportation as a Related Service or change accommodations. These must be done in an IEP or Amendment. |