Existing Data Review (Missouri)

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 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 MO EDR 2023. Evaluation formats are managed using the Special Ed Eval Types tool.

Screenshot of the Existing Data Review editor home screen. Editor Home

Existing Data Review Header

The Existing Data Review Header editor lists general information about the Review.

Screenshot of the existing data review header editor. Existing Data Review Header Editor

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Field	Description	Validation
This data review is being conducted as part of Required	The type of evaluation. Options include: Initial Evaluation Required Three Year Reevaluation Other	N/A
Specify Other *Required	The other type of evaluation.	*This field is available and required when Other is selected above.
Date of Referral Required	The date the student was referred for evaluation.	N/A
Date of most recent evaluation	The date of the previous evaluation.	This is only needed for Required Three Year Reevaluation evaluation types.
Date review of existing data decision is finalized *Required	The day the existing data review was completed.	*This field is required in order to Complete the editor.
IEP team members and other qualified professionals, as appropriate	Indicates how the IEP team members worked together to complete the review. Options include: met conferred	N/A

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Enrollment Information

The Enrollment Information editor reports Special Education information from the student's Enrollment record. This editor is read-only.

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

This editor cannot be placed in a Not Needed status.

Screenshot of the enrollment information editor. Enrollment Information Editor

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Field	Description	Validation
Current Eligibility Category	The primary disability of the student.	This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed. Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
Grade	The student's current grade.	This field auto-populates from the selected Enrollment on Refresh and is read-only. Enrollments > Grade (Enrollment.grade)
District Information
District Number	The district number associated with the Enrolled school.	This field is read-only and auto-populates from District Information > State District Number.
District Name	The district name associated with the Enrolled school.	This field is read-only and auto-populates from District Information > Name.
District Address	The district address associated with the Enrolled school.	This field is read-only and auto-populates from District Information > Address.
District Phone	The district phone number associated with the Enrolled school.	This field is read-only and auto-populates from District Information > Phone.
District SPED Address	The district special ed address associated with the Enrolled school.	This field is read-only and auto-populates from District Information > SPED Address.
District SPED Phone	The district special ed phone number associated with the Enrolled school.	This field is read-only and auto-populates from District Information > 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.

Screenshot of the student information editor. Student Information Editor

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Field	Description	Location (when Refresh is clicked)
Last Name	The student's last name.	Demographics > Last Name identity.lastName
First Name	The student's first name.	Demographics > First Name identity.firstName
Middle Name	The student's middle name.	Demographics > Middle Name identity.middleName
Suffix	The student's suffix.	Demographics > Suffix Name identity.suffix
Birthdate	The student's date of birth.	Demographics > Birth Date identity.birthDate
Age	The age of the student.	Demographics > 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.	Household Addresses > Address Info address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip
Student Number	The student's identification number.	Demographics > Student Number identity.studentNumber
State ID	The student's state identification number.	Demographics > State ID identity.stateID
Case Manager
Name	The name of the student's case manager.	Special Ed Team Members > Name teamMember.firstName teamMember.lastName
Title	The role of the student's case manager.	Special Ed Team Members > Title teamMember.title
Phone	The phone number of the case manager.	Special Ed Team Members > 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 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 from Census. 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.

Screenshot of Parent Guardian information editor. Parent/Guardian Information Editor

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Field	Description	Location (when Refresh is clicked)	Validation
Relationship	The relation of the parent/guardian to the student.	Relationships > Relationship	This is part of the header for the parent/guardian.
Last Name	The 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 Name	The first name of the parent/guardian.	Demographics > First Name identity.firstName	This is part of the header for the parent/guardian.
Middle Name	The middle name of the parent/guardian.	Demographics > Middle Name identity.middleName	This is part of the header for the parent/guardian.
Suffix	The suffix of the parent/guardian.	Demographics > Suffix Name identity.suffix	This is part of the header for the parent/guardian.
Print Sequence	The print order of the parent/guardian(s) on the Evaluation.	N/A	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) display at the bottom.
Address	The parent/guardians' address.	Households Addresses > 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. When there are multiple addresses for a person, there is a drop down with an option to select which address. When there is only one address, the drop down only holds one option. The populated address is the one marked Primary.
Home Phone	The home phone number of the parent/guardian.	Demographics > Household Phone	This field populates from Census.
Work Phone	The work phone of the parent/guardian.	Demographics > Work Phone	This field populates from Census.
Cell Phone	The cell phone of the parent/guardian.	Demographics > Cell Phone	This field populates from Census.
Email	The primary email address for the parent/guardian.	Demographics > Email	This field populates from Census.
Fax	The parent/guardians' fax number.	N/A	N/A

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Existing Data Review

The Existing Data Review editor records the review of existing evaluation data regarding the student's academic achievement to determine any additional data is needed, including additional assessments.

This editor cannot be placed in a Not Needed status.

Screenshot of the existing data review list screen. Existing Data Review List Screen

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Existing Data Review List Screen

Column Name	Description
Padlock Icon	The user currently editing the team meeting record.
Area Reviewed	The area reviewed.
Data Source	The source of data.
Summary of Information Gained	Any student strengths or concerns raised by the IEP team based on the data reviewed.

Existing Data Review Detail Screen

Select an existing record or click New to view the detail screen.

Existing Data Review Detail Screen

Field	Description	Validation
Area Reviewed Required	The area reviewed. Options are: Vision Hearing Health Motor Speech Language Intellectual/Cognitive Adaptive Behaviors Social/Emotional/Behavioral Academic Achievement Post-secondary Transition Assistive Technology	The option selected determines which values display in the Data Source field.
Data Source Required	The source of data. Click the Click to expand link to view all values available. Click here to expand... Options when Vision is selected are: General screening School health records Previous assessments Medical reports Teacher Parent Other Options when Hearing is selected are: General screening School health records Previous assessments Medical reports Teacher Parent Other Options when Health is selected are: General screening School health records Previous assessments Medical reports Teacher Parent Other Options when Motor is selected are: General screening School health records Previous assessments Medical reports Teacher Parent Other Options when Speech is selected are: General screening Previous assessments Medical reports Teacher Parent Related service provider Other Options when Language is selected are: General screening Previous assessments Medical reports Teacher Parent Related service provider Other Options when Intellectual/Cognitive is selected are: Previous assessments Medical reports School records Teacher Parent Other Options when Adaptive Behaviors is selected are: Previous assessments Medical reports School records Teacher Parent Other Options when Social/Emotional/Behavioral is selected are: Previous assessments Medical reports Teacher Parent Student Counselor Related service provider Outside agency School records Other Options when Academic Achievement is selected are: Classroom/teacher assessments Curriculum-based assessments LEA-wide assessments State-wide MAP assessments Previous assessments School records Teacher Parent Student Intervention strategies Current IEP progress report Other Options when Post-Secondary Transition is selected are: Education Training Employment Independent Living Vocational interest inventories Previous assessments Teacher Parent Student Employer Current IEP transition plan Outside agency Other Options when Assistive Technology is selected are: Previous assessments Medical reports Teacher Parent Student Related service provider Outside agency Other	Options available in this dropdown are determined by the selection made in the Area Reviewed field.
Type and description of data reviewed Required	A description of the type of data reviewed, including names and dates of previous assessments completed when applicable.	This field has a limit of 8000 characters.
Summary of information gained Required	Any student strengths or concerns raised by the IEP team based on the data reviewed.	This field has a limit of 8000 characters.

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Further Assessment Needed

The Further Assessment Needed editor indicates additional data is needed for a particular area in order to finish evaluating the student.

Screenshot of the further assessment needed list screen. Further Assessment Needed List Screen

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Further Assessment Needed List Screen

Column Name	Description
Padlock Icon	The user currently editing the team meeting record.
Area Reviewed	The area reviewed.
Further Assessment Needed	Indicates further assessment for the area reviewed is necessary.

Further Assessment Needed Detail Screen

Select an existing record or click New to view the detail screen.

Further Assessment Needed Detail Screen

Field	Description	Validation
Area/Data Source Reviewed Required	The area and/or data source reviewed. Options include: Vision Hearing Health Motor Speech Language Intellectual/Cognitive Adaptive Behaviors Social/Emotional/Behavioral Academic Achievement Post-secondary Transition Assistive Technology	When an option is selected, that value is removed from the dropdown.
Further Assessment Information Needed Required	Indicates further assessment information is needed. Options are Yes or No.	N/A
Assessment Instruments, if known	Any assessment instruments needed for further assessment.	This field has a limit of 8000 characters.

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Team Conclusions and Decisions

The Team Conclusions and Decisions editor is used to document the team's determination concerning the student's suspected disability/disabilities.

Screenshot of the team conclusions and decisions editor. Team Conclusions and Decisions Editor

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Field	Description	Validation
ADDITIONAL DATA IS NEEDED: Additional data will be collected by administering assessment instrument(s) requiring written parental consent	Indicates additional data needs to be collected to make a determination.	When marked, either the Initial Evaluation or Reevaluation checkbox must be marked. Either this field OR No Additional Data is Needed can be marked, not both.
Initial Evaluation	Indicates an initial evaluation is needed.	This field is available when Additional Data is Needed is marked. Either this or Reevaluation must be marked when available.
Reevaluation	Indicates a reevaluation is needed.	This field is available when Additional Data is Needed is marked. Either this or Initial Evaluation must be marked when available.
NO ADDITIONAL DATA IS NEEDED: No additional data will be collected	Indicates no additional data is needed to make a determination.	When marked, either the Initial Evaluation or Reevaluation checkbox must be marked. Either this field OR Additional Data is Needed can be marked, not both.
Initial Evaluation	Indicates an initial evaluation needed.	This field is available when No Additional Data is Needed is marked. Either this or Reevaluation must be marked when available.
Reevaluation	Indicates a reevaluation is needed.	This field is available when No Additional Data is Needed is marked. Either this or Initial Evaluation must be marked when available.
Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability	A sub-category of Reevaluation. Indicates sufficient data exists to prove the student meets criteria for having a disability.	Only one of the Reevaluation sub-checkboxes can be selected.
Disability Category *Required	The primary disability of the student.	*This field is available and required when Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability is marked. This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed. Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
Disability Subcategory	The student's secondary disability.	*This field is available when Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability is marked. This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed. Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
As evidenced by *Required	A text area used to describe the justification for the disability determination.	*This field is available and required when Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability is marked. This field has a limit of 8000 characters.
The child continues to demonstrate adverse educational impact due to their disability as evidenced by these specific educational concerns *Required	Indicates the student is adversely impacted by their disability.	*This field is available and required when Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability is marked. This field has a limit of 8000 characters.
Based on the information, the child continues to demonstrate the need for special education and related services	Indicates the student requires special education and related services. Options are Yes or No.	*This field is available and required when Sufficient information exists to determine the child continues to meet eligibility criteria as a student with a disability is marked.
Sufficient information exists to change the current identification FROM	Indicates their is evidence that the student's disability is changing from the previous determination.	Only one of the Reevaluation sub-checkboxes can be selected.
Previous Disability *Required	The previous disability.	*This field is available and required when Sufficient information exists to change the current identification FROM is marked. This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed. Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
New Disability *Required	The new disability.	*This field is available and required when Sufficient information exists to change the current identification FROM is marked. This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed. Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
Sufficient information exists on which to base the decision that the student does not continue to show evidence of the disability indicated in the initial or most recent evaluation and does not continue to need special education and related service	Indicates the student was previously determined to have a disability, but no longer shows evidence of the disability and does not need special education or related services anymore.	Only one of the Reevaluation sub-checkboxes can be selected.

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Existing Data Review Team Members

The Existing Data Review Team Members editor lists those individuals who participated in the student's evaluation and meeting information.

Screenshot of the existing data review team members editor. Existing Data Review Team Members Editor

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Field	Description	Validation
Date of meeting or date decision was finalized Required	The day of the meeting OR the day the determination was made.	N/A
First Name Required	The first name of the team member.	This field auto-populates with value from Link to Team Member, but allows for manual entry when a text field.
Last Name Required	The last name of the team member.	This field auto-populates with value from Link to Team Member, but allows for manual entry when a text field.
Title/Role of Team Members *Required	The role of the team member. Options include: Parent* LEA Representative* Regular Education Teacher* Special Education Teacher* Person to Interpret Instructional Implications of Evaluation Results* Other	*This field is required in order to Complete the editor. The following are required members of the team: Parent LEA Representative Regular Education Teacher Special Education Teacher Person to Interpret Instructional Implications of Evaluation Results This field auto-populates with value from Link to Team Member, but allows for manual entry when a text field.
Indicate Other Role *Required	The other role of the team member.	*Always displays, but is required when Other is selected as the Role above.

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Prior Written Notice

The Prior Written Notice editor is used to document attempts to notify the student's parent/guardian regarding the evaluation results determined by the team.

Screenshot of the prior written notice editor. Prior Written Notice Editor

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Field	Description	Validation
Date of Notification Required	The date team members were notified of the meeting.
Disability Required	The student's disability.	Options available are managed in a locked Attribute Dictionary > Enrollment > Primary Disability (Enrollment.disability1). Ad hoc Inquiries: Learner Planning > Learning Plans > disability1.
Name	The team member's name.	N/A
Role	The role of the team member.	N/A
Phone Number	The team member's phone number.	N/A
Method of Notification	The method of communication. Options include: Verbal Written In Person Regular Mail By Phone Certified Mail Other	N/A
Specify Other *Required	The other method of communication.	*This field is available and required when Other is selected from Method of Notification.
How notified	When Verbal is selected as the Method of Notification, the options in this field are In Person or By Phone. When Written is selected as the Method of Notification, the options include Regular mail, Certified mail, or Other.	N/A
Specify Other *Required	The other written method of communication.	*This field is available and required when Other is selected from How Notified.

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Existing Data Review (Missouri)

Existing Data Review Header

Enrollment Information

Student Information

Parent/Guardian Information

Existing Data Review

Existing Data Review List Screen

Existing Data Review Detail Screen

Further Assessment Needed

Further Assessment Needed List Screen

Further Assessment Needed Detail Screen

Team Conclusions and Decisions

Existing Data Review Team Members

Prior Written Notice

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