504 administrators juggle many responsibilities. From making sure your Section 504 plans are compliant with Section 504 of the Rehabilitation Act of 1973, monitoring student progress, to facilitating effective communication among staff and families: you do it all.
How can you streamline your workflow? Start by actively generating essential 504 reports.
Whether you’re an Embrace® customer or just looking to introduce reporting at your district, we’ve prepared a selection of five must-have Section 504 reports every district should utilize below. Find out what they typically include, why they matter, who benefits, and simple guidance for generating them in Embrace504®.
The 504 Services Report summarizes all services provided to students under Section 504 plans and is essential for tracking what each student actually receives, helping the district stay compliant with federal requirements.
What does a 504 Services Report usually include:
Why do you need a 504 Services Report?
A 504 Services Report facilitates monitoring for legal compliance and ensures that all listed services are being delivered as outlined in the 504 plans.
Who benefits from a 504 Services Report?
How to generate a 504 Services Report in Embrace504®:
In the Custom Reporting Dashboard, you can select “Create New Report,” then choose “504 Services Report” from the drop-down menu, choose to pull either current data from active meetings or by a specific date, select the fields to include in the report, and use the “Filters” tab to select filtering options for the report as needed.
In Embrace504®, the 504 Services Report generates results in a single line per service.
See what Grand County School District in Utah likes about Embrace504® reporting dashboard.
A Health Plan Services Report gives 504 administrators a clear overview of all health-related services documented in student health plans, particularly for those with medical needs requiring monitoring. This report can help your 504 team ensure that medical accommodations are being implemented and tracked accurately across the district.
What does a Health Plan Services Report usually include:
Why do you need a Health Plan Services Report?
A Health Plan Services Report will help you ensure that your district is meeting its legal obligations by tracking the delivery of health-related services for students with medical needs. Accurate documentation protects staff and supports audit readiness.
Who benefits from a Health Plan Services Report?
How to generate a Health Plan Services Report in Embrace504®:
In the Custom Reporting Dashboard, you can select “Create New Report,” then choose “Health Plan Services Report” from the drop-down menu, choose to pull either current data from active meetings or by a specific date, select the fields to include in the report, and use the “Filters” tab to select filtering options for the report as needed.
The 504 Conference Report helps you track key details from all Section 504 meetings, including eligibility determinations, plan development conferences, and annual reviews. It serves as a complete record of when meetings took place, which team members were present, what was discussed, and any decisions that were made.
What does a 504 Conference Report usually include:
Why do you need a 504 Conference Report?
The 504 Conference Report can serve a bigger purpose than just being a meeting log. You can use it as a tool to check for legal compliance, transparency, and accountability throughout the Section 504 process.
As an administrator, you can use it to audit procedural compliance at your district on your own. Plus, if your district ever faces a compliance audit, OCR complaint, or due process hearing, this report becomes a key piece of evidence that the proper steps were taken.
Who benefits from a 504 Conference Report?
How to generate a 504 Conference Report in Embrace504®:
The create-your-own 504 Conference Report feature in Embrace504® allows users to report on specific conferences created in their district. You can create it via the same Reporting Dashboard that you would use for the previous reports. In the Filters tab, you can also generate this report by a specific time frame and/or by specific meeting type(s).
This report allows users to search historical meetings (i.e., students who have moved, are no longer marked for 504, are ineligible, or are inactive) and does not limit results to “Active” or most recent conferences.
For example, you can:
Lena-Winslow Community Unit School District #202 experienced significant improvements in documentation compliance by using the Embrace504® Reporting Dashboard. Read more here.
A 504 Student Report is another powerful tool for 504 administrators. It provides a centralized view of all active or eligible students receiving accommodations under Section 504.
The report shows which students currently have 504 plans, are in the eligibility process, or recently exited. Having this report will help you and your admin team monitor caseload volume across schools, grades, or staff members and manage resources effectively.
What does a 504 Student Report usually include:
Why do you need a 504 Student Report?
By consolidating all students with active or pending 504 plans, this report helps you quickly verify that every student who needs support via Section 504 is accounted for, especially during transitions, staffing changes, or audits.
Who benefits from a 504 Student Report?
How to generate a 504 Student Report in Embrace504®:
The 504 Student Report in Embrace504® generates current student demographic fields and 504 fields from the active 504.
In the Reporting Dashboard, you’ll have to choose “Create New Report,” select 504 Student Report, and select the fields you would like to include in your report.
Pro tip: In Embrace504® you can also sort selected fields. You can drag them to set priority or click to toggle between sorting ascending or descending. By default, sorting will be ascending.
This report lists all accommodations approved for each student, making it easy for staff to implement and monitor classroom supports and ensure students get the supports they are legally entitled to receive.
What does a 504 Accommodation Report usually include:
Why do you need a 504 Accommodation Report?
This report serves as an additional reference for teachers and staff to ensure students receive required accommodations and provides evidence for compliance reviews.
Who benefits from a 504 Accommodation Report?
How to generate a 504 Accommodation Report in Embrace504®:
To build a custom 504 Accommodation Report, start by clicking “Create New Report” in the Reporting Dashboard. Then, select 504 Accommodation Report and click “Create.” Adjust the sorting, apply any filters, and/or adjust the display order as needed.
Once the report is finished generating, click on the name of the report under “Recent Reports” to view the results.
Efficient reporting not only supports compliance, but also promotes transparency and communication among the staff who implement the Section 504 program at your district. You can ensure that nothing falls through the cracks in how you service your students with Embrace504®'s custom, on-demand reports.
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