Tool Search: 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 BIE Evaluation 2023. Evaluation formats are selected in the Eval Types tool.

Screenshot of the Editor Home listing all editors. Editor Home

Editor Home

The Editor Home lists the editors available, their status, and Modification and Completion information.

Header	Description
Name	The 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, and the editor is read-only. This does not lock the editor from further editing but indicates the user considers the editor 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. The following statuses are only available for certain state-specific documents: ESign indicates that the editor has functionality related to the eSignature process. See the following articles for your state's eSignature information: Nevada Plan eSignature Editors Nebraska Plan eSignature Editors Delaware Plan eSignature Editors South Dakota Plan eSignature Editor Complete Pending eSignature indicates the plan has been entered and sent via the Campus Parent portal to the student's guardian for eSignature.
Modified By	The date and the user by whom the editor was last edited.
Completed By	The date and the user who clicked the Complete button for that editor.

General Information

The following table lists the actions available for the editors. When resizing the window, certain buttons are condensed into a single Action button.

Button	Description
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 is usually found within the detail screen or 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 Type 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 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 a listing of all the student's applicable enrollment records. See the Enrollments tool documentation for additional information.
Cancel	Navigates the user to the Editor Home screen or the List Screen for List editors.
Status	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. The user must click In Progress to further edit after an editor is marked Complete. Not Needed indicates the editor does not apply to the student's plan or evaluation. This makes the editor read-only. However, this does not lock the editor from further editing. Click the In Progress button to further edit after an editor is marked Not Needed. In Progress only displays when the editor is in the Complete or Not Needed status and allows additional edits to be made. The following status is only available for the Nevada IEP: Complete Pending eSignature only displays for certain editors. This button marks the editor as complete until the parent/guardian electronically signs those plan sections via the Campus Parent Portal. See the Special Ed eSignature Process articles for additional information.
Print	Prints the entire document.
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.
Previous	Navigates the user to the previous editor.
Next	Navigates 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 is displayed. 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.

Editor Lock Out and Release Logic

Only one user at a time can actively work on an editor. A person with a padlock icon ( Screenshot of the Padlock Icon. ) displays 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.

To release an editor, the user must:

navigate to the next editor by clicking Save and Next or the Editors button and selecting the next editor from the side panel.
click the Cancel button to return to the Editor Home screen.
log out of the Campus application.
navigate to a different tool in the Campus application.

Editors are automatically released when the in-application timeout limit has been exceeded. This is a back-end process and is usually around 30-60 minutes.

Template Banks

Certain fields within several editors have an Add Template icon that displays next to their name. Clicking this button displays a side panel with the available library of predetermined text for that field. Template Banks are managed in System Administration.

Screenshot of the Add Template icon highlighted and the Template Bank side panel displayed on the right. Template Bank Side PanelClick the plus (+) icons next to the category to view the available template values.

Screenshot of an expanded Template Bank Category on the left and several template values selected on the right. Expanded Category and Values SelectedTemplate Bank Categories display on the left and the selected text displays on the right. Click the Add button to add the template value. This adds the template to the queue of values on the right. The red X removes selected templates while the sequence field can be used to reorder the templates. Another option is to use the up and down arrows next to the sequence field to reorder values.

Click Cancel to go back to the document. The Clear Selected Template(s) button removes all selected template values from the right selection screen.

Once selections are finalized, click the Insert Selected Template(s) button to add the values to the field within the document in the selected order. Template values are separated by carriage returns.

Screenshot of an example field with several template bank selections added. Example Template Bank Selections in the Document

Text Editors

Images should not be inserted into text fields.

Editors

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

Evaluation Header

The Evaluation Header editor lists general information about the Evaluation.

Screenshot of the Evaluation Header editor. Evaluation Header Editor

Click here to expand...

Field	Description	Validation
Evaluation Due Date	A day 60 days from the date consent to evaluate the student for special education services is received.	This field auto-populates to a date 60 days from the date entered in the Date Consent Received by School field. This field is read-only.
Date Evaluation Completed Required	The day the evaluation is completed.	N/A
Evaluation Type	The type of evaluation. Options include: Initial Reevaluation	N/A
Consent Date Required	The day the consent is sent to the student's parent/guardian.	N/A
Date Consent Received by School Required	The day the school received consent from the student's parent/guardian to evaluate the student for special education services.	The date entered in this field automatically calculates to a date 60 days in the future. When a date is entered here, the Evaluation Due Date auto-populates.
Date Evaluation Completed Required	The day the evaluation was completed for the student.	N/A
Reason 60 day timeline not met	The explanation for why the evaluation was not completed within the 60 day timeline. Options include: Parent repeatedly fails or refuses to make child available for evaluation Child transfers to new school after previous school has begun and evaluation is not completed (child no longer under the jurisdiction of the school) Contract not awarded Inclement weather Evaluator not available Other	This field does not print.

Field	Description	Location (when Refresh is clicked)
School	The name of the school associated with the student's Enrollment record.	Student Information > General > Enrollments > School
Grade	The student's current grade.	Student Information > General > Enrollments > Grade Enrollment.grade
District Information
District Number	The district number associated with the Enrolled school.	System Administration > Resources > District Information > State District Number
District Name	The district name associated with the Enrolled school.	System Administration > Resources > District Information > Name
District Address	The district address associated with the Enrolled school.	System Administration > Resources > District Information > Address
District Phone	The district phone number associated with the Enrolled school.	System Administration > Resources > District Information > Phone
District SPED Address	The district special education address associated with the Enrolled school.	System Administration > Resources > District Information > SPED Address
District SPED Phone	The district special education phone number associated with the Enrolled school.	System Administration > Resources > District Information > SPED Phone

Field	Description	Location (when Refresh is clicked)
Last Name	The student's last name.	Census > People > Demographics > Last Name identity.lastName
First Name	The student's first name.	Census > People > Demographics > First Name identity.firstName
Middle Name	The student's middle name.	Census > People > Demographics > Middle Name identity.middleName
Suffix	The student's suffix.	Census > People > Demographics > Suffix Name identity.suffix
Race/Ethnicity	The student's state defined race.	Census > People > Demographics > State Race/Ethnicity
Birthdate	The student's birthdate.	Census > People > Demographics > Birth Date identity.birthDate
Age	The student's age.	Census > Person Information > Age
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.	Census > Households > Address Info address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip
Primary Language	The student's first language.	Census > People > Demographics > Home Primary Language identity.homePrimaryLanguage
NASIS ID	The student's state ID number.	Census > People > Demographics > NASIS ID
Case Manager Information
Name	The first and last name of the team member.	Student Information > Special Ed > General > Team Members
Title	The role of the team member.	Student Information > Special Ed > General > Team Members
Phone	The phone number of the team member.	Student Information > Special Ed > General > Team Members

Field	Description	Validation
Last Name	The last name of the parent/guardian.	This field populates from Census. This is part of the header for the parent/guardian.
First Name	The first name of the parent/guardian.	This field populates from Census. This is part of the header for the parent/guardian.
Middle Name	The middle name of the parent/guardian.	This field populates from Census. This is part of the header for the parent/guardian.
Suffix	The suffix of the parent/guardian.	This field populates from Census. This is part of the header for the parent/guardian.
Relationship	The relation of the parent/guardian to the student.	This field populates from Census. This is part of the header for the parent/guardian.
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 prints in the order defined. Unordered parent/guardians display below the sequenced records.
Address	The parent/guardians' address.	This field populates from Census > Household > Addresses. When there are multiple addresses for a person, the drop down with an option to select which address displays. When there is only one address, the drop down only has one option. The populated address is the one marked Primary.
Home Phone	The home phone number of the parent/guardian.	This field populates from Census > Personal Contact Information > Household Phone.
Work Phone	The work phone of the parent/guardian.	This field populates from Census > People > Demographics > Work Phone.
Cell Phone	The cell phone of the parent/guardian.	This field populates from Census > Personal Contact Information > Cell Phone.
Email	The primary email address for the parent/guardian.	This field populates from Census > Personal Contact Information > Email.

Field	Description	Validation
Eligibility Determination Required	The determination of the team. Options include: This child has a disability, as defined in the Individuals with Disabilities Education Act (IDEA 2004), in the area of (select Primary Disability below). This disability adversely affects educational performance, and the child requires specialized instruction. The team agrees that neither lack of instruction in reading or math, nor limited English proficiency was a factor in this determination. This child does not have a disability, as defined in the Individuals with Disabilities Education Act (IDEA 2004), that adversely affects educational performance, and does not require specialized instruction.	Only one option can be selected. When a user selects a primary disability, the disability populates to (Select Primary Disability Below).
Related Services are required for this child.	Indicates the student requires related services. Options are Yes or No.	N/A
If yes, list service(s) *Required	A description of the services required.	*This field is available and required when Yes is selected for "Related Services are required for this child."
Does this child need further evaluation to determine special education services? *Required	Options are Yes or No.	*This field is available when No is selected for the Eligibility Determination question.
Primary Disability *Required	The student's primary disability. Options include: Intellectual Disabilities Hearing Impairments/Deafness Speech or Language Impairments Visual Impairments Emotional Disturbance Orthopedic Impairments Other Health Impairments Specific Learning Disabilities Deaf/Blindness Multiple Disabilities Autism Traumatic Brain Injury Developmental Delay	*This field is required when users selects the check box for "This child has a disability..." and is unavailable when "This child does not have a disability..." is selected.
Determination of Eligibility Date Required	The day the team made the eligibility determination decision.	This field always displays on print.

Evaluation Summary Report (BIE)

Editor Home

General Information

Editor Types

Editor Lock Out and Release Logic

Template Banks

Text Editors

Editors

Evaluation Header

Enrollment Information

Student Information

Parent/Guardian Information

Reasons for Referral

Intellectual Skills

Academic Achievement

Communication Skills

Physical/Medical

Motor Skills

Social, Emotional and Behavioral

Adaptive Skills

Hearing

Vision

Vocational

Developmental Delay

Classroom Observations

Other

Determination of Eligibility

Previous Versions

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