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.
The current format of this document is the MO EDR 2023. Evaluation formats are managed using the Special Ed Eval Types tool.
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: |
| 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: |
| 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 (
) 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.
Template Bank Side PanelClick the plus (+) icons next to the category to view the available template values.
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.
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.
Existing Data Review Header
The Existing Data Review Header editor lists general information about the Review.
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: | 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.
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.
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.
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.
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.
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.
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.
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.
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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Editor Home
) 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).
Template Bank Side PanelClick the plus (+) icons next to the category to view the available template values.
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. 
Example Template Bank Selections in the Document
Existing Data Review Header Editor
Enrollment Information Editor
Student Information Editor
Parent/Guardian Information Editor
Existing Data Review List Screen
Existing Data Review Detail Screen
Further Assessment Needed List Screen
Further Assessment Needed Detail Screen
Team Conclusions and Decisions Editor
Existing Data Review Team Members Editor
Prior Written Notice Editor
