Evaluation (Massachusetts)
Last Modified on 03/10/2025 10:04 am CDT
Tool Search: Special Ed Documents
Evaluations are used to document the student's educational needs and determine eligibility for special education. This document describes each editor, the section(s) of the print format that includes 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. The school district gives a copy of the evaluation summary report, including the documentation of eligibility, to the student’s parents. For information on general functionality, navigation, and additional plan and evaluation features, see the core Plan and Evaluation Information article.
Editor Home
Evaluation Information
The Evaluation Header editor lists general information about the Evaluation, including relevant dates.
This editor cannot be placed in a NOT NEEDED status.
Evaluation Information Editor
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| Field | Description | Validation |
|---|
Meeting Type
Required | The type of meeting. Options include: - Initial Evaluation
- Re-Convene
- Reevaluation
- Placement
- Three Year Reevaluation
| Multiple selections can be made. |
Meeting Date
Required | The day of the meeting. | This field auto-populates with the date evaluation was created. |
Referral Date
Required | The day of referral. | N/A |
| Consent Sent | The day consent was asked. | N/A |
| Consent Received | The day consent was received. | N/A |
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Enrollment Information
The Enrollment Information editor reports Special Education information from the student's Enrollment.
Enrollment Information Editor
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| Field | Description | Validation |
|---|
Enrollment Information
Click Refresh to retrieve a new copy of data from a selected Enrollment record. |
| Grade | The student's grade level. | This field auto-populates from the selected Enrollment record upon Refresh. |
| Assigned School Information (Complete after a placement has been made) |
| School Name | The name of the school associated with the student's Enrollment record. | This field auto-populates from the selected Enrollment record upon Refresh. |
| School Phone | The phone number of the school associated with the student's Enrollment record. | This field auto-populates from the selected Enrollment record upon Refresh. |
| School Address | The address of the school associated with the student's Enrollment record. | This field auto-populates from the selected Enrollment record upon Refresh. |
| Cost-Shared Placement | Indicates this school is a cost-shared location. Options are Yes or No. | N/A |
Specify Agency
*Required | The agency associated with the placement. | *This field is available and required when Yes is selected from Cost Shared Placement field. |
District Information
The fields below are read-only. |
| District Number | The district number associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > State District Number).
|
| District Name | The district name associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > Name).
|
| District Address | The district address associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > Address).
|
| District Phone | The district phone number associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > Phone).
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| District SPED Address | The district special education address associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > District SPED Address).
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| District SPED Phone | The district special education phone associated with the Enrolled school. | This field auto-populates from the selected Enrollment record upon Refresh (District Information > District SPED Phone).
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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 from Census. See the General Information section for additional information.
This editor cannot be placed in a Not Needed status.
Student Information Editor
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| Field | Description | Validation |
|---|
| Last Name | The student's last name. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Last Name
identity.lastName |
| First Name | The student's first name. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > First Name
identity.firstName |
| Middle Name | The student's middle name. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Middle Name
identity.middleName |
| Suffix | The student's suffix. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Suffix Name
identity.suffix |
| Age | The student's age. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked. |
| Birthdate | The student's date of birth. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked. Demographics > Birth Date
identity.birthDate |
| Gender | The student's gender. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Gender
identity.gender |
| Student Language | The student's home primary language. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Language At Home
identity.homePrimaryLanguage |
Language of Instruction
Required | The language the student is to receive instruction. | The values available in this dropdown are populated from the Attribute Dictionary > Definition > ISO Language List. |
| Address | The student's address.
This field becomes a dropdown when more than one address exists for the student. The primary household displays by default. | Household Address Information tool
address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip
|
| LASID | The student's local ID number. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > Student Number
identity.studentNumber |
| SASID | The student's state ID number. | This field auto-populates from student's Demographics record when Education Plan is saved and each time Refresh is clicked.
Demographics > State ID Number |
| If 18 or older | The student's decision making determination when they are 18 years old or older. Options include: - Acting on Own Behalf
- Shared Decision Making
- Delegate Decision Making
| N/A |
| Specify Court Appointed Guardian | The name of the court appointed guardian of the student. | N/A |
| Case Manager Information |
| Name | The name of the student's case manager. | This field auto-populates with active Case Manager Name from Team Members tool.
Special Ed Team Members > Name
teamMember.firstName
teamMember.lastName |
| Title | The role of the student's case manager. | This field auto-populates with active Case Manager Title from Team Members tool.
Special Ed Team Members > Title
teamMember.title |
| Phone | The phone number of the case manager. | This field auto-populates with active Case Manager Work Phone from Team Members tool.
Special Ed Team Members > Work Phone |
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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 Remove button next to each parent/guardian can be used to remove a parent/guardian from the IEP.
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.
This editor cannot be placed in a Not Needed status.
Parent/Guardian Information Editor
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| Field | Description | Validation |
|---|
| Last Name | The last name of the parent/guardian. | This is part of the header for the guardian.
Demographics > Last Name
identity.lastName |
| First Name | The first name of the parent/guardian. | This is part of the header for the guardian.
Demographics > First Name
identity.firstName |
| Middle Name | The suffix of the parent/guardian. | This is part of the header for the guardian.
Demographics > Middle Name
identity.middleName |
| Suffix | The suffix of the parent/guardian. | This is part of the header for the guardian.
Demographics > Suffix
identity.suffix |
| Relationship | The relationship between the student and guardian. | This is part of the header for the guardian.
Relationships > Relationships
planGuardian.relationship |
| Print Sequence | The print order of the parent/guardian(s) on the IEP. | When no Sequence is selected, parent/guardian(s) print in the order displayed in the UI.
When any Sequences are selected, parent/guardian(s) with a sequence number print in the order defined, then un-sequenced parent/guardian(s) print at the bottom. |
| Legal Guardian | Indicates this person is the student's legal guardian. Options are Yes or No. | N/A |
| Address | The address of the guardian's home.
When multiple addresses exist, this field becomes a dropdown selection. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Households Information > Address Info
address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip |
| Home Phone | The home phone number of the guardian. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Households Information > Household Phone & Address(es) > Phone
contact.homePhone |
| Work Phone | The work phone number of the guardian. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Demographics > Personal Contact Information > Work Phone
contact.workPhone |
| Cell Phone | The cell phone number of the guardian. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Demographics > Personal Contact Information > Cell Phone
contact.cellPhone |
| Email | The email address of the guardian. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Demographics > Personal Contact Information > Email
contact.email |
| Home Primary Language | The language spoken at the guardian's home. | This field auto-populates from the guardian's Census record when the plan is saved and each time the Refresh button is clicked.
Demographics > Person Information > Home Language
identity.homePrimaryLanguage |
| Parent Preferred Mode of Communication | The manner in which the parent/guardian wants to be communicated. Options include:- Phone
- Email
- Messaging App
- Other
| N/A |
Specify Other
*Required | The other manner of communication. | *This field is available and required when Other is selected as the Parent Preferred Mode of Communication field. |
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SLD: Component 1
The SLD: Component 1 editor includes a review of the student's previous education, Participation Skills assessed, Performance History considered, and relevant Medical Information.
SLD: Component 1 Editor
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| Field | Description | Validation |
|---|
| Have the above requirements been met? | Indicates the above requirements were met. Options include: - Yes, both A and B have been met
- Some, but not all of the requirements in A and B have been met. The Team must determine what additional information is needed and how they will obtain the information within the evaluation timeframe. See SLD TA 3.
- No, the requirements have not been met and therefore the referral for special education evaluation should not go forward until the school has sufficient information to determine that the student has been given appropriate opportunities to learn in the general education environment. See SLD TA 4.
| Only one option can be selected. |
| Participation Skills |
| Assessments of the student's attention skills, memory, and social relations with groups, peers, and adults have been collected | Indicates assessments of the student's attention skills, memory, and social relations have been collected. | N/A |
| Performance History |
| Supporting evidence shows that the student has | Options include: - consistently performed within the range of performance of same-aged peers; or
- consistently performed better than same-aged peers; or
- consistently performed less well than same-aged peers; or
- demonstrated inconsistent performance throughout his/her educational history
| Only one option can be selected. |
| Medical Information | Options include: - Educationally relevant medical findings are noted
- N/A
| N/A |
| Findings | A description of the findings. | N/A |
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SLD: Component 2
The SLD: Component 2 editor describes the method used to determine eligibility.
SLD: Component 2 Editor
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| Field | Description | Validation |
|---|
| SLD: Component 2 |
| Method of Determination | The method of determination. Options include: - A. If using a scientific, research-based intervention as an eligibility determination procedure, check this box.
- B. If using the IQ/achievement discrepancy model as an eligibility determination procedure, check this box.
| Only one option can be selected. |
| The following fields display when A is selected from Method of Determination. |
| A1. Based on assessment data*, the student is not making effective educational progress for his/her age or to meet ELA or Math Curriculum Framework standards when using a process based on the student’s response to scientific, research-based intervention in one or more of the following areas | Options include: - Oral Expression
- Basic Reading Skills
- Reading Fluency Skills
- Mathematics Problem Solving
- Written Expression
- Reading Comprehension
- Listening Comprehension
- Mathematics Calculation
| Multiple options can be selected. |
| A2. Has the scientific, research-based intervention method that was implemented provided sufficient information so that a responsive, data-driven IEP can be developed for the student? | Options include - Yes, sufficient evidence exists regarding how the student learns and what is impeding learning so that a responsive, data-driven IEP can be developed
- No (If no, attach additional diagnostic assessments that will determine how the student learns and what is impeding learning, that will assist in the writing of a responsive, data-driven IEP and designing specialized instruction based on the student's needs.)
| Only one option can be selected. |
| The following fields display when B is selected from Method of Determination. |
| B1. Based on a finding of a severe discrepancy between IQ and achievement, the student exhibits a pattern of strengths and weaknesses in performance, achievement or both, relative to age or ELA or Math Curriculum Framework standards, or intellectual development, in the areas of | Options include: - Oral Expression
- Basic Reading Skills
- Reading Fluency Skills
- Mathematics Problem Solving
- Written Expression
- Reading Comprehension
- Listening Comprehension
- Mathematics Calculation
| Multiple options can be selected. |
| B2. Technically sound instruments have been used that assess cognitive and behavioral factors as well as physical or developmental factors | Options are Yes or No. | N/A |
| B3. More than one measure or assessment has been implemented | Options are Yes or No. | N/A |
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SLD: Component 3-4
The SLD: Component 3-4 editor includes other considerations that should be addressed when determining eligibility.
SLD: Component 3-4 Editor
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| Field | Description |
|---|
| SLD: Component 3-4 |
| Is the student's lack of sufficient progress in the area of concern due primarily to cultural factors? | Options are Yes or No. |
| Is the student's lack of sufficient progress in the area of concern due primarily to an environmental or economic disadvantage? | Options are Yes or No. |
| Is the student's lack of sufficient progress in the area of concern due primarily to limited English proficiency? | Options are Yes or No. |
| Is the student's lack of sufficient progress in the area of concern due primarily to a visual, hearing, or motor disability? | Options are Yes or No. |
| Is the student's lack of sufficient progress in the area of concern due primarily to intellectual disability? | Options are Yes or No. |
| Is the student's lack of sufficient progress in the area of concern due primarily to an emotional disturbance? | Options are Yes or No. |
| Component 4 |
Relevant behavior has been observed and the relationship of that behavior to the student's academic functioning has been noted. | Indicates behavior has been observed and how it impacts the student's academics has been noted. |
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SLD: Determination
The SLD: Determination editor indicates if the team has identified the student as eligible for special education services as a result of the observations of the previous editors.
SLD: Determination Editor
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Eligibility Determination
The Eligibility Determination expands on the student's eligibility, including identifying the student's primary disability and the date of determination.
Eligibility Determination Editor
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| Field | Description | Validation |
|---|
| Eligibility Determination |
| Does the student have one or more of the following types of disability? | Options are Yes or No. | N/A |
| Specify Disability(ies) | The student's disability(ies). Options include: - Autism
- Developmental Delay
- Intellectual
- Sensory/Hearing
- Sensory/Vision
- Sensory/Deaf-Blind
- Neurological
- Emotional
- Communication
- Physical
- Specific Learning
- Health
| Multiple options can be selected. |
| 2a. Is the student making effective progress in the general education program? In the case of a three-year reevaluation, would the student continue to make effective progress in the general education program without special education services? | Options are Yes or No. | N/A |
| 2b. Is the lack of progress the result of the student's disability? | Options are Yes or No. | N/A |
| 2c. Does the student require special education and/or related services to make effective progress or to access the general education curriculum. | Options are Yes or No. | N/A |
| Is parent satisfied with school evaluation? | Options are Yes or No. | N/A |
| Key Evaluation Finding and/or Next Steps | A description of findings and/or next steps. | This field is limited to 8000 characters. |
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Team Meeting
The Team Meeting editor lists the team members who were in attendance for this evaluation and whether those members agreed with the decision reached.
Team Meeting List Screen
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Team Meeting List Screen
| Column Name | Description |
|---|
| Padlock Icon | The user currently editing the record. |
| Meeting Date | The day of the meeting. |
| Meeting Time | The time of the meeting. |
| Meeting Purpose | The purpose of the meeting. |
| Print in Evaluation | Indicates this record prints in the plan. |
Team Meeting Detail Screen
Select an existing record or click New to view the detail screen.
Team Meeting Detail Screen
| Field | Description | Validation |
|---|
| Team Meeting: <Date> |
| Print in Eval | Indicates this record prints in the plan. | This defaults to marked. |
Meeting Date
Required | The day of the meeting. | N/A |
| Meeting Time | The time of the meeting. | N/A |
| Meeting Location | The location of the meeting. | N/A |
| Invite Date | The date the invitation to the meeting was sent. | N/A |
Purpose of Meeting
Required
| The purpose of the meeting. Options include: - Eligibility Determination/Eligibility Reevaluation
- IEP Development
- Placement
- Transition
- Other
| N/A |
Specify Other
*Required | The other purpose of the meeting. | *This field is available and required when Other is selected from Purpose of Meeting. |
| Comments | Any comments related to the meeting. | This field is limited to 8000 characters. |
| Attendance |
First Name
Required | The person's first name. | This field is read-only when the name pulls in from the Team Members tool when the Refresh button is clicked. Displays as a text field when the user manually enters the Team Member using the Add button. |
Last Name
Required | The person's last name. | This field is read-only when the name pulls in from the Team Members tool when the Refresh button is clicked. Displays as a text field when the user manually enters the Team Member using the Add button. |
| Role Name | The person's role. | N/A |
| Invited | Indicates the person has been invited. | When Invited is marked, the team member displays on the printed document. |
| Accepted | Indicates the person accepts the determination of the team. | N/A |
Rejected
| Indicates the person rejects the determination of the team. | N/A |
Stay Put
| Indicates the person does not agree with the evaluation decision and the evaluation should be placed in a holding status until mediation steps take place to resolve the issue. | N/A |
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Consent
The Consent editor indicates the assessment tools and strategies used to gather the information that determines the educational needs of the student.
Evaluation Consent Form (N1A) Editor
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| Field | Description | Validation |
|---|
| Are the following assessments recommended? |
Assessment in All Areas Related to the Suspected Disability(ies) | Options are Yes or No. | N/A
|
| List recommended assessment(s) | A description of the recommended assessment. | This field is limited to 8000 characters.
|
Educational Assessment | Options are Yes or No. | N/A
|
Observation of the Student | Options are Yes or No. | N/A
|
Health Assessment | Options are Yes or No. | N/A
|
Psychological Assessment | Options are Yes or No. | N/A
|
Home Assessment | Options are Yes or No. | N/A |
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Editor Home
Evaluation Information Editor
Enrollment Information Editor
Student Information Editor
Parent/Guardian Information Editor
SLD: Component 1 Editor
SLD: Component 2 Editor
SLD: Component 3-4 Editor
SLD: Determination Editor
Eligibility Determination Editor
Team Meeting List Screen
Team Meeting Detail Screen
Evaluation Consent Form (N1A) Editor