How to LINK Policies

8. Generate REPORT & add NOTE What you will need Instructions Computer Legal Framework - SCHOOL ADMINISTRATOR account Status Report for Policies – see the Resource Library/Training Material/How To folder for PowerPoint titled 8. Generate REPORT & add NOTE School Board Policies - Locate policies on-line through your LEA web site Participants should have Legal Framework SCHOOL ADMINISTRATOR account set up prior to training. ESC LF Contacts can email a copy of PowerPoint titled: 1. Set up SCHOOL ADMIN account (found in the Resource Library/Training Material/HOW TO folder). School Administrator accounts are only for the individual within an LEA who is designated by that LEA to manage special education information in the Legal Framework; it is limited to one person (the SpEd Director) per LEA, co-op, or charter holder.

Open your Legal Framework SCHOOL ADMINISTRATOR account

Click the Administrator link to log in to your account.

Enter your appropriate email and password information then click Login.

Check to make sure you are working under the correct District Number and Agency Type, then click Continue. If you manage policies for more than one LEA, you can select the appropriate LEA from the list by clicking on the drop down arrow by the District Number box; this is especially important for SSA/co-ops. *** IF ESC LF CONTACTS WANT TO PRACTICE - USE YOUR ESC DISTRICT NO. AND SELECT A SPECIFIC AGENCY TYPE (Charter or District)

8. Generate REPORT & add NOTE. If you have not already done so, take the time now to generate a Status Report for Policies for your LEA(s). This report is crucial to guiding you through the process of linking policies. For instructions see the PowerPoint in the Resource Library/Training Material/HOW TO folder titled 8. Generate REPORT & add NOTE.

Your LEA’s Status Report will list the frameworks and the exact policies that need to be linked. Print this report and use it as a “check list” to complete this task. Example

Use the Status Report for Policies as a guide. If policies were previously linked through the TASB Online Policy page, those policy links are still valid and up-to-date. TASB updates the policies’ content within the same URL so no link change/update is necessary. When linking policies, the system will automatically prepopulate (or apply) the policy to all other applicable frameworks. Therefore, you only need to link a policy one time. As you work your way down the list you will notice that the policy will reflect Completed in other applicable frameworks. Use the Status Report for Policies as a guide.

Click on the Policies & Procedures tab. Notice that the alternating rows are BLUE and white on the Policy page (on the OG page the rows are YELLOW and white). Click on the Policies & Procedures tab.

It is best to start at the top of the Status Report and work your way down the list. Working from the Status Report, find the first framework listed and click on the binocular icon to begin linking policies.

Example: DISRICTS Highlight provided for training purposes only. Notice that some policies may indicate that they have already been Completed.

Focus on the policies that still need to be linked (check the Status Report), click on Add Policy.

Open a new tab here. Ignore this section. Highlight provided for training purposes only. Note the name of the policy (it is also listed on the Status Report), then open a new tab.

TASB POLICY ON LINE webpage for your district. In order to continue, you need to locate the TASB POLICY ON LINE webpage for your district.

From a new tab, navigate to your district’s website.

Each district’s website is different Each district’s website is different. Navigate through your district’s website to locate a link to the LEA’s Board Policies.

Click on the link to the School Board Policies. Example This is an example of how to locate Board Policies from a homepage. You may find the Board policies under: TASB Online Links Policies Board Policies Board Policies Online Click on the link to the School Board Policies.

Your district’s name should appear here. This page is the tool needed to continue the process. You will need to locate this TASB Policy On Line page for your district in order to continue.

Enter the title of the policy (check the Status Report) in the Go to Policy Code box and click Go.

Highlight and copy the URL of the specific policy code page. The district must link to the Policy On Line page for each policy code, not to individual policy types. At any given code there may be multiple policies types [i.e., (LEGAL), (LOCAL), (EXHIBIT)], plus administrative regulations. Do NOT click on/open any of the specific policy types (LEGAL, LOCAL, EXHIBIT) or policy formats (HTML, PDF, WORD). Highlight and copy the URL of the specific policy code page.

Re-open the Add Policy page by clicking on that tab. You will continue to toggle back and forth between your district’s TASB Policy On Line webpage (of the specific policy) and the Add Policy page (within the Legal Framework School Admin. account). Re-open the Add Policy page by clicking on that tab.

Paste the URL into the link box. Ignore this section. Paste the URL into the link box.

Check to make sure the policy name and policy link match then click Submit. Highlights provided for training purposes only.

The system should now indicate this policy is Completed. The options to View, Edit & Delete will only appear after a policy has been uploaded. Once the policy has been linked, you can click on the View to check your work and make sure the process was completed properly. The system should now indicate this policy is Completed.

Enter Reason Not Submitted. If, for any reason, a district does not subscribe to a policy listed they must Enter Reason Not Submitted. Occasionally a district will not have a policy that is referenced by the system. The two main reasons for this are: The policy does not apply to that district The district does not to subscribe to that policy Whatever the reason, the district will need to “Enter Reason Not Submitted” in order to be complete in every framework. The 2018 TASB Policy Designations-Full list document designates these policies with a symbol. The symbol key appears at the top of the document. This document can be found in Resource Library/Training Material/INFORMATIONAL ITEMS folder.

Click on Enter Reason Not Submitted.

Highlight provided for training purposes only. Note the limitation of 50 characters - be brief, for example: Policy does not apply to Sample ISD Sample ISD does not subscribe to this policy In the box provided, type the reason for not submitting this policy then click Save.

The system should now indicate this policy is Not Submitted. The system now recognizes that this policy reference has been addressed by the district; in essence, entering a reason for not submitting a policy completes the process for that policy. The Reason Not submitted will appear on the “Completed” Status Report. The system should now indicate this policy is Not Submitted.

Repeat steps in slides 21-26 until all policies for this framework are Completed.

Highlight provided for training purposes only. After all policies for this framework are Completed, or a reason for Not Submitted has been entered, click on Back to Frameworks.

It is best to start at the top of the Status Report and work your way down the list. Select the next framework to continue (check the Status Report) and repeat the linking process. You will again be toggling between two tabs.

Once you have worked your way through the entire Status Report for Policies and linked policies for each framework listed, it’s time to check your work.

Click on Framework Display Portal to check your work. All policies MUST open and be viewable from the public Display Portal. The Display Portal is the avenue by which the public and TEA will view your LEA’s policies. This linking process is not complete until the policy submissions have been checked in the Display Portal. Click on Framework Display Portal to check your work.

Enter your county-district number and click Continue. You MUST enter the county-district number in the box in order to view policies for any LEA.

Use the Status Report to guide you through the frameworks to check each policy.

Click on each policy listed on the Status Report to verify that it opens correctly.

Make sure that the correct policy opens and is viewable. Highlights provided for training purposes only. Make sure the appropriate district name and county-district number appears in the upper left-hand corner; this is especially important for an SSA/co-op. Make sure that the correct policy opens and is viewable.

Once you have checked each policy listed on the District Status Report for Policies and have verified that each one will open and view from the Display Portal, then you have completed the process.