Evaluation (Georgia) [.2335 and previous]

Classic View: Student Information > Special Ed > General > Documents > Evaluations

Search Terms: Special Ed Documents

Evaluations are used to document the student's educational needs and the student's determination of eligibility for special education. This document describes each editor, the section(s) of the print format that include the entered information, a description of each field on the editor, and any special considerations and instructions for using the editor and fields.

An evaluation must be created whether or not the student is determined to have a disability. A copy of the evaluation summary report, including the documentation of eligibility, is given to the student’s parents by the school district.

The current format of this document is the GA Eligibility 2020. Evaluation formats are selected in Eval Types.

Editor Home

The Editor Home lists the editors available on the student's Evaluation and the Modification and Completion information.

Image of the Eligibility Editor HomeGeorgia Evaluation Editor Home  

HeaderDescription
NameThe name of the editor.
Status 

The state of the editor. Statuses can be:

  • In Progress indicates a user has entered and saved data in that editor.
  • Not Started is the default status for all editors.
  • Complete indicates a user has clicked the Complete button on the editor. This does not lock the editor from further editing, but indicates the user considers the editor to be finished.
  • Not Needed indicates a user has clicked the Not Needed button on the editor. This is usually done for editors that do not apply to the student.
Modified ByThe date and the user by whom the editor was last edited.
Completed ByThe date and the user who clicked the Complete button for that editor.

General Evaluation Information

The following table lists the buttons available for the editors:

ButtonDescription
Save

Different editors have different save options. Click the arrow next to the Save & Stay button to view all saving options for any given editor.

  • Save captures progress and navigates the user to the Editor Home or to the List Screen for List editors. See the Editor Types section for additional information.
  • Save & Stay captures progress and keeps the user on the current editor. This save button is the default save option and usually found within the detail screen of List editors, such as Goals and Objectives. 
  • Save & Next captures progress and navigates the user to the next editor.
  • Save & New captures progress and creates a new record. This save button is usually found within the detail screen of a list editor, such as Goals and Objectives. See the Editor Types section for additional information.
Refresh

Retrieves a new copy of data from the student's record. This includes enrollment, student, parent/guardian, and team member information. This also returns any accidentally deleted people records. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.


A side panel displays listing all applicable Enrollment records for the student. See the Enrollments tool documentation for additional information. 

Cancel Navigates the user to the Editor Home screen or to the List Screen for List editors.

Status

i.e. Complete, Not Needed, etc.

Changes the status of the editor. 

  • Complete indicates the editor is finished. This makes the editor read-only. However, this does not lock the editor from further editing. To further edit after an editor is marked Complete, the user must click In Progress.
  • Not Needed indicates the editor does not apply to the student's evaluation. This makes the editor read only. However, this does not lock the editor from further editing. To further edit after an editor is marked Not Needed, click the In Progress button.
  • In Progress only displays when the editor is in the Complete or Not Needed status and allows additional edits to be made.
PrintPrints the entire evaluation.
Editors Opens a side panel listing all the available editors and their status. Select an editor from this list to navigate to that editor or click Close to collapse the side panel.
PreviousNavigates the user to the previous editor.
NextNavigates the user to the next editor.

Editor Types

There are two types of editors available: List or Basic editors. When navigating to a Basic editor, the list of fields within the editor display. List editors display a list of all records within that editor. Clicking an existing record or the New button opens the detail view for an individual record. An example list editor is the Individual Student Data editor.

Padlock Icon

Only one user at a time can actively work on an editor. A person with a padlock iconImage of the Padlock Icondisplays in the Editors side panel, Editor Home, and List Screen of list editors indicating which editors currently have users working on them. Hovering over the icon displays the name of the user who has checked out the editor, including the current user (you).

Editors that are currently being edited are read only for all other users. The name of the person working on the editor displays in the header. Once the editing user navigates away from an editor, that editor becomes available for others to work on.

Template Banks

Certain fields within several editors have a paper iconImage of the paper icondisplays next to their name. When the icon is clicked, a side panel displays with the available library of predetermined text for that field. Template Banks are managed in System Administration.

Editors

The following section lists each editor and describes each field on the editor.

Eligibility Header

The Eligibility Header editor includes general information about the evaluation, including relevant dates, the type of evaluation, and basic student information. 

This editor must be saved before continuing to other parts of the evaluation.

 Eligibility Header Editor

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FieldDescriptionAd HocValidation

Eligibility Date

Required

The date the student is considered eligible for special education services.

Learner Planning > Evaluations > evalDate

N/A

Eligibility Type

Required

The type of eligibility documented; Initial Eligibility or Reevaluation.Learner Planning > Evaluations > typeN/A
EligibilityIndicates if the student is eligible for special education services.Learner Planning > Evaluations > eligibilityServicesCodeN/A

Consent for Evaluation

* Required

The date consent was given to place the student in special education services.Learner Planning > Evaluations > consentDateThis field pulls the Date Consent Received field from the most current locked Consent to Evaluate document.
* This is only required when Initial is selected as the Eligibility Type.
Initial Evaluation
* Required
The date an initial evaluation took place.N/A* This is only required when Initial is selected as the Eligibility Type.

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Enrollment Information

The Enrollment Information editor reports Special Education information from the student's Enrollment.

The Refresh button retrieves a fresh copy of data from the student's record. See the General Evaluation Information section for additional information.

 Image of the Enrollment Information editorEnrollment Information Editor   

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FieldDescriptionAd HocValidation

Babies Can't Wait

A State Reported field for students who are not served prior to reaching school age.

N/A

This field is pulled from the Enrollment record.
Resident DistrictThe student's district of residence.Learner Planning > Learning Plans > residentDistrictNumberThis field is pulled from the Enrollment record and cannot be modified. 
GradeThe student's current grade.

Enrollment > Grade

enrollment.grade

This field is pulled from the Enrollment record. This field is read only.

School NameThe name of the school associated with the student's Enrollment record.Learner Planning > Learning Plans > servingSchoolName

This field is pulled from the Enrollment record. This field is read only.

School PhoneThe phone number of the school associated with the student's Enrollment record.N/A

This field is pulled from the Enrollment record. This field is read only.

School YearThe school year associated with the student's Enrollment record.N/A

This field is pulled from the Enrollment record. This field is read only.

District Information

These fields are read only.

District NumberThe district number associated with the Enrolled school.System Administration > Resources > District Information > State District NumberN/A
District NameThe district name associated with the Enrolled school.System Administration > Resources > District Information > NameN/A
District AddressThe district address associated with the Enrolled school.System Administration > Resources > District Information > AddressN/A
District PhoneThe district phone number associated with the Enrolled school.System Administration > Resources > District Information > PhoneN/A
District SPED AddressThe district special education address associated with the Enrolled school.System Administration > Resources > District Information > SPED AddressN/A
District SPED PhoneThe district special ed phone number associated with the Enrolled school.System Administration > Resources > District Information > SPED PhoneN/A

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Student Information

 The Student Information editor displays basic information about the student such as demographic information. This is a read-only editor.

The Refresh button retrieves a fresh copy of data from the student's record. See the General Evaluation Information section for additional information.

 Image of the Student Information editorStudent Information Editor   

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Field Name

Description

Ad Hoc

Last Name

The student's last name.

Census > People > Demographics > Last Name

identity.lastName

First NameThe student's first name.

Census > People > Demographics > First Name

identity.firstName

Middle NameThe student's middle name.

Census > People > Demographics > Middle Name

identity.middleName

SuffixThe student's suffix.

Census > People > Demographics > Suffix Name

identity.suffix

AgeThe age of the student. Census > People > Demographics > Age 
BirthdateThe student's birthdate.

Census > People > Demographics > Birth Date

identity.birthDate

GenderThe student's gender.

Census > People > Demographics > Gender

identity.gender

Home Primary LanguageThe student's home primary language. This field can be modified.

Census > People > Demographics > First Language

identity.homePrimaryLanguage

Note: This field is a locked attribute, Definition.iso639-2Language.

Address

The student's address.

 
This field becomes a dropdown if more than one address exists for the student. The primary household displays by default.

Census > Households > Address Info

address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip

Student NumberThe student's identification number. Census > People > Demographics > Student Number 
State IDThe student's state identification number. Census > People > Demographics > State ID

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Parent/Guardian Information

The Parent/Guardian Information editor populates based on the guardian checkbox on the student's Relationships tool. The editor includes Demographics information for the student's guardian.

The Delete button next to each parent/guardian can be used to remove a parent/guardian from the Evaluation. 

The Refresh button retrieves a new copy of parent/guardians' data. This also returns any accidentally deleted people. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.

 Parent/Guardian Information Editor   

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Field Name

Description

Ad Hoc

Validation

RelationshipThe relation of the parent/guardian to the student.Census > People > Relationships

This field populates from Census. This is part of the header for the parent/guardian.

Last NameThe last name of the parent/guardian.

Census > People > Demographics > Last Name

identity.lastName

This field populates from Census. This is part of the header for the parent/guardian.

First NameThe first name of the parent/guardian.

Census > People > Demographics > First Name

identity.firstName

This field populates from Census. This is part of the header for the parent/guardian.

Middle NameThe middle name of the parent/guardian.

Census > People > Demographics > Middle Name

identity.middleName

This field populates from Census. This is part of the header for the parent/guardian.

SuffixThe suffix of the parent/guardian.

Census > People > Demographics > Suffix Name

identity.suffix

This field populates from Census. This is part of the header for the parent/guardian.

Print SequenceThe print order of the parent/guardian(s) on the IEP. N/AIf no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. If any Sequences are selected, only parent/guardian(s) with a sequence number prints in the order defined.
AddressThe parent/guardians' address.

Census > Households > Address Info

address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip

This field populates from Census. 


If there are multiple addresses for a person, a drop down with an option to select which address displays. If there is only one address, the drop down has one option.


The populated address is the one marked "Primary."

Home PhoneThe home phone number of the parent/guardian.

Census > People > Demographics > Household Phone

This field populates from Census. 
Work PhoneThe work phone of the parent/guardian.Census > People > Demographics > Work PhoneThis field populates from Census. 
Cell PhoneThe cell phone of the parent/guardian.Census > People > Demographics > Cell PhoneThis field populates from Census. 
EmailThe primary email address for the parent/guardian.Census > People > Demographics > EmailThis field populates from Census. 
Home Primary LanguageThe home primary language of the parent/guardian.

Census > People > Demographics > Home Primary Language

identity.homePrimaryLanguage

This field populates from Census. 


The dropdown options are pulled from the Home Primary Language Attribute/Dictionary list. See the Attribute/Dictionary documentation for additional information.

Note: This field is a locked attribute, Definition.iso639-2Language.

Interpreter RequiredIndicates an interpreter is needed to communicate with the parent/guardian.N/AN/A

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Case History

 The Case History editor provides information regarding background of the evaluation, including the reason for the evaluation and the student's education and health history. 

 Image of the Case History EditorCase History Editor   

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FieldDescriptionValidation
Reason the child was referred for special education evaluation: A text field used to describe the reason the student is being evaluated for special education services.N/A
Has the child attended (or is the child attending) a preschool or Head Start Program? Indicates if the student is attending a preschool or Head Start Program.

Yes or No

If Yes is selected, a justification text box displays that is required.

 Is this child age appropriate for grade level? Indicates if the student is at an age appropriate grade level.

Yes or No

If No is selected, a justification text box displays that is required.

 Is the child's hearing/vision within normal limits? Indicates if the student's hearing or vision is within normal limits.

Yes or No

If No is selected, a justification text box displays that is required.

 Indicates if the student has significant health concerns.

Yes or No

If Yes is selected, a justification text box displays that is required.

Does the child take medication on a regular basis? Indicates if the student is taking regular doses of medication.

Yes or No

If Yes is selected, a justification text box displays that is required.

Does the child have motor/coordination/mobility needs? Indicates if the student has motor, coordination, or mobility needs.

Yes or No

If Yes is selected, a justification text box displays that is required.

Does the child have adaptive or medical needs (e.g., eye glasses, wheelchair, walker, hearing aids, leg braces, feeding tube, etc.)? Indicates if the student has adaptive or medical needs.

Yes or No

If Yes is selected, a justification text box displays that is required.

Does the child have other significant issues not covered in the previous questions? Indicates if the student has other significant needs not previously covered.

Yes or No

If Yes is selected, a justification text box displays that is required.

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Summary of Interventions

The Summary of Interventions editor describes the interventions, specialized instruction, and immediate eligibility considerations of the student's education. 

 Image of the Summary of Interventions EditorSummary of Interventions Editor   

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FieldDescriptionValidation
For Initial Eligibility: A text field used to describe the interventions provided for which data will be provided in Section 4.N/A
For Reevaluation and additional areas of concern: A text field used to list specially designed instruction which includes: Adapting of Content, Methodology (specialized program), or Instructional Delivery provided.N/A
Does the child require immediate consideration of special education eligibility? Indicates if the student requires immediate consideration of special education eligibility.

Yes or No

If Yes is selected, a justification text box displays that is required.

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Progress Monitoring

The Progress Monitoring editor lists different instances in which the student's progress was assessed, including areas of difficulty, implemented interventions or educational modifications, and performance data. 

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Progress Monitoring List Screen

Image of the Progress Monitoring List ScreenProgress Monitoring List Screen  

FieldDescription
Padlock Icon The user currently working on the record.
SequenceThe sequence number of the progress monitoring record.
Area(s) of DifficultyThe curriculum areas and behavioral concerns. For reevaluations, this text field is used to describe goal areas and areas of concern for the student.

Progress Monitoring Detail Screen

 Image of the Progress Monitoring Detail ScreenProgress Monitoring Detail Screen   

FieldDescription

Sequence

Required

The sequence number of the progress monitoring record.
 Area(s) of Difficulty: A text field used to describe the curriculum areas and behavioral concerns. For reevaluations, this text field is used to describe goal areas and areas of concern for the student.
 Initial eligibility: A text field used to provide scientific research or evidence based intervention(s) for the area of difficulty.
 Reevaluation: A text field used to describe how upon reevaluation, the Special Ed team is adapting content, methodology, or instructional delivery for the student.
 Baseline Performance Data: A text field used to list the date(s), data, and baseline performance summary for the student.
 Intervention Data: A text field used to list the date(s), data, and performance summary for the intervention.

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Assessment Results

 The Assessment Results editor records assessments administered to the student. 

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Assessment Results List Screen

 Image of the Assessment Results List ScreenAssessment Results List Screen   

FieldDescription
 Padlock Icon The user currently working on the record.
DateThe date the assessment took place.
Name of AssessmentThe name of the assessment.

Assessment Results Detail Screen

Image of the Assessment Results Detail ScreenAssessment Results Detail Screen  

FieldDescription

Date

Required

The date the assessment took place.
Name of Statewide, Local, and Benchmark Assessments; GAA The name of the assessment.
Results:The results of the assessment.

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Individual Student Data

The Individual Student Data editor describes the student's individual needs, including the area evaluated, the assessment performed, and the identified strengths and weaknesses of the student in that area. 

Some Domains include additional guidance, which appears when the Domain is selected.

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Individual Student Data List Screen

Image of the Individual Student Data List ScreenIndividual Student Data List Screen  

FieldDescription
 Padlock Icon The user currently working on the record.
DateThe date the assessment took place.
Domain AreaThe area in which the student was evaluated.
Domain DescriptionA description of the area in which the student was evaluated.

Individual Student Data Detail Screen

Image of the Individual Student Data Detail ScreenIndividual Student Data Detail Screen  

FieldDescriptionValidation

Date

Required

The date the evaluation took place.

N/A
Domain Area: The area in which the student was evaluated.The options available in the Domain Area dropdown are available as an editable attribute in the Attribute Dictionary as an unlocked attribute, Eval.domainArea.
Domain Description: A text field used to describe the area in which the student was evaluated.N/A
 Report(s) / Assessment(s) & Scores: A text field used to describe the evaluation results.N/A
 Results Strengths: A text field used to describe the student's strengths on the evaluation.N/A
 Results Weaknesses: A text field used to describe the student's weaknesses on the evaluation.N/A

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Exclusionary Factors

The Exclusionary Factors editor describes factors that may have inhibited the student's educational progress when no disability is present. This section includes instances of a lack of appropriate instruction, cultural factors, educational history, and impairments.

 Image of the Exclusionary Factors EditorExclusionary Factors Editor   

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FieldDescriptionValidation
A child must not be determined to be a child with a disability: if the determinant factor for that eligibility is lack of appropriate instruction in reading, including the essential components of reading instruction (as defined in section 1208(3) of ESEA); lack of appropriate instruction in math; or limited English proficiency; and if the child does not otherwise meet the program area eligibility criteria for a child with a disability.

1. Lack of appropriate instruction in reading 

Indicates if the student is receiving a lack of instruction in reading.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. This is required if Yes is selected.

2. Lack of appropriate instruction in math Indicates if the student is receiving a lack of instruction in math.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. This is required if Yes is selected.

3. Lack of appropriate instruction in writing Indicates if the student is receiving a lack of instruction in writing.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

 

Indicates if the student is has a lack of English proficiency.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

 Indicates if the student has cultural factors inhibiting their ability to learn.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

6. Environmental or economic disadvantage Indicates if the student has environmental or economic disadvantage inhibiting their ability to learn.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

7. Atypical educational history Indicates if the student has an atypical educational history disadvantage inhibiting their ability to learn.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

For some students the following factors may be exclusionary. However, if the primary area of concern for a student is one of the issues in the chart below, proceed to the questions below the chart. For all others, please complete the chart and the questions below the chart.
1. Does the child have adequate visual capability? Indicates if the student has adequate visual capabilities.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

2. Does the child have adequate hearing capability? Indicates if the student has adequate hearing capabilities.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

3. Does the child have a motor impairment that impacts results of assessments? Indicates if the student has adequate motor capabilities.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

4. Does the child exhibit selective mutism, tongue thrust, or dialectal differences in language? Indicates if the student has mutism, tongue thrust, or dialectal differences in language.

Y: Yes or N: No

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

Are there exclusionary factors that should be resolved prior to determining eligibility? Indicates if there are other exclusionary factors that need to be resolved before determining the student's special ed eligibility.

Y: Yes - Student is not eligible or N: No - Continue to next section

Regardless of the option selected, a text field displays to explain reasoning. If Yes is selected, this text field is required.

Decision Making

 The Decision Making for Eligibility editor indicates if the student has received the necessary intervention and progress monitoring to verify eligibility. 

 Image of the Decision Making EditorDecision Making Editor   

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FieldDescriptionValidation

 Have interventions been implemented and monitored as designed for an appropriate time to show effect or lack of effect in the identified area(s) of concern? 

Indicates if interventions have been implemented and monitored as designed to accurately evaluate the student.

N: No - student not eligible under IDEA or Y: Yes - continue
 Progress monitoring demonstrated the child is not making sufficient rate of progress to meet age or State-approved grade-level standards within a reasonable time frame when child's response to intervention is measured. Therefore, there is an adverse effect on educational (functional, developmental, and/or academic) performance. Indicates if the student's progress monitoring has shown the student is not making sufficient rate of progress to meet age or State-approved grade-level standards.N: No - student not eligible under IDEA or Y: Yes - continue
 Committee Rationale: A text field used to describe the Special Ed committee's rationale for making the decision.N/A

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Summary of Considerations

 The Summary of Considerations editor indicates the areas where the student shows a disability that negatively impacts the student's educational performance and development, and the areas of the student's eligibility. 

 Image of the Summary of Consideration EditorSummary of Considerations Editor   

Multiple checkboxes can be selected. If Other is selected, a text field displays and is required.

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Meeting Minutes

The Meeting Minutes editor is used to describe any notes related to the eligibility meeting.

 Image of the Meeting Minutes EditorMeeting Minutes Editor   

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Eligibility Determination

 The Eligibility Determination editor indicates if the student is eligible for special education services, the areas of eligibility, and the reasons that led to this conclusion. 

 Image of the Eligibility Determination EditorEligibility Determination Editor   

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FieldDescriptionValidation

Is the student eligible for special education and related services? 

Indicates if the student is eligible for special education or related services based on the evaluation.

No or Yes, eligible categories listed below

When Yes is selected, the following dropdowns display:

  • Primary (Required)
  • Secondary 
  • Tertiary
  • Fourth
  • Fifth
 Committee Rationale: A text field used to describe the committees reasoning for their decision and the eligibility categories the student qualifies for, if Yes.N/A

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Evaluation Team Information

The Evaluation Team Information editor lists each member of the student's evaluation team and whether they agreed with the result of the evaluation. 

The Team Member list is based on the Team Members tool.

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Evaluation Team Information List Screen

Image of the Evaluation Team Information List ScreenEvaluation Team Information List Screen  

FieldDescription
 Padlock Icon The user currently working on the record.
Team MemberThe name of the participant.
Title/PositionThe title of the participant.
Agreed with ReportIndicates the person agrees with the report results and course of action.

Evaluation Team Information Detail Screen

 Image of the Evaluation Team Information Detail ScreenEvaluation Team Information Detail Screen   

FieldDescriptionValidation

Team Member

Required

The name of the participant.This data pulls from the Team Members tool. 
Title/PositionThe role of the participant.This data pulls from the Team Members tool. 
Agreed with ReportIndicates the person agrees with the report results and course of action.

No Selection, Yes, or No. No Selection is the default value.

When No is selected, a text field displays.

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Parent Participation

The Parent Participation Editor indicates the types of documents provided to the parents. It also indicates how the documents were delivered to the parents. 

 Image of the Parent Participation EditorParent Participation Editor   

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FieldDescription

Print in Evaluation

Prints this editor on the evaluation.
The following documents were provided to the parent(s): 

The list of documents provided to the parent/guardian. Options include:

  • Parent Rights in Special Education
  • Evaluation Results
  • Eligibility Report(s)
  • Other
If parent did not attend the meeting, complete below:
Date ProvidedThe date the documents were provided to the parent/guardian.
 The documents were: 

Indicates how the documents were provided to the parent/guardian. Options include:

  • Mailed
  • Given in Person
  • Sent via Student
  • Other

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