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.
The current format of this document is the BIE Evaluation 2023. Evaluation formats are selected in the Eval Types tool.
Editor Home
Evaluation Header
The Evaluation Header editor lists general information about the Evaluation.
Evaluation Header Editor
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)
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 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.
Parent/Guardian Information Editor
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.
The Determination of Eligibility editor is used to document the team's decision regarding the action needed for the student based on all the data collected in the previous editors.
Determination of Eligibility Editor
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.
Editor Home
Evaluation Header Editor
Enrollment Information Editor
Student Information Editor
Parent/Guardian Information Editor
Reasons for Referral Editor
Intellectual Skills Editor
Academic Achievement Editor
Communication Skills Editor
Physical/Medical Editor
Motor Skills Editor
Social, Emotional and Behavioral Editor
Adaptive Skills Editor
Hearing Editor
Vision Editor
Vocational Editor
Developmental Delay Editor
Classroom Observations Editor
Other Editor
Determination of Eligibility Editor
