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. 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 WI Existing Data Review 2022. Evaluation formats are selected in Eval Types.
Editor Home
Data Review Header
The Data Review Header editor lists general information about the Review.
This editor must be saved before continuing to other parts of the evaluation.
Data Review Header Editor
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Field
Description
Validation
Created Date
Required
The day the existing data review was created.
N/A
Type of Data Review
Required
The type of data review documented. Options include Initial or Reevaluation.
The values available in this dropdown are hard coded.
When Initial is selected, the Primary Impairment field on the Enrollment editor is NOT required.
Form Completed By
The day the form is to be completed.
N/A
Completed Date
The day the form was completed.
N/A
Notice of receipt of referral and start of initial evaluation/notice of reevaluation was provided to parents
Indicates the notice was provided to the parent/guardian(s).
N/A
Receipt Date
The day the notice was provided to the parent/guardian(s).
N/A
For students transferring between public agencies: Evaluation Report reviewed and adopted (if applicable) by
A description of who reviewed and adopted the transfer student's evaluation.
N/A
Evaluation Adopted On
The day the evaluation for transfer students was adopted on.
N/A
For students transferring between public agencies: IEP reviewed and adopted (if applicable) by
A description of who reviewed and adopted the transfer student's plan.
N/A
IEP Adopted On
The day the plan for transfer students was adopted on.
The Enrollment Information editor reports Special Education information from the student's Enrollment.
The Refresh button retrieves a fresh copy of data from the student's record.
Enrollment Information Editor
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Field Name
Description
Ad hoc/Database Location
Validation
Primary Impairment Required
The primary disability of the student. Options available are the same as those at Student Information > General > Enrollments > SPED > Primary Impairment.
When the editor is first opened, this field auto-populates with "N: Not IDEA Eligible or No Disability". On Save, this field cannot have "N: Not IDEA Eligible or No Disability" as a value.
This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed.
When Initial is selected as the Type of Data Review on the Data Review Header editor, the Primary Impairment field is NOT required.
Secondary Impairment
The second disability of the student, when applicable. Options available are the same as those at Student Information > General > Enrollments > SPED > Primary Impairment.
This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed.
Third Impairment
The third disability of the student, when applicable. Options available are the same as those at Student Information > General > Enrollments > SPED > Primary Impairment.
This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed.
Fourth Impairment
The fourth disability of the student, when applicable. Options available are the same as those at Student Information > General > Enrollments > SPED > Primary Impairment.
This field auto-populates from the selected Enrollment on Refresh. Users can also manually edit the value when needed.
Fifth Impairment
The fifth disability of the student, when applicable. Options available are the same as those at Student Information > General > Enrollments > SPED > Primary Impairment.
This field auto-populates from selected Enrollment on Refresh. User can also manually edit the values when needed.
School Phone
The phone number of the school associated with the student's Enrollment record.
N/A
This field auto-populates from selected Enrollment on Refresh from System Administration > Resources > School > (School Name that matches Enrollment record) > Phone. User can also manually edit the values when needed.
Case Manager Information These fields are read-only.
Name
The first and last name of the team member.
Note: This field auto-populates with the Eval Case Manager Name. When no Eval Case Manager is designated, then the Case Manager Name is pulled in.
Student Information > Special Ed > General > Team Members > Name
teamMember.firstName teamMember.lastName
Title
The title of the individual in relation to the special education team membership.
Note: This field auto-populates with the Eval Case Manager Title. When no Eval Case Manager is designated, then the Case Manager Title is pulled in.
Student Information > Special Ed > General > Team Members > Title
teamMember.title
Phone
The phone number of the team member.
Note: This field auto-populates with the Eval Case Manager Work Phone. When no Eval Case Manager is designated, then the Case Manager Work Phone is pulled in.
Student Information > Special Ed > General > Team Members > Work Phone
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.
When the Private Flag is marked on the Team Members tool for the parent/guardian, all contact information on this editor for that person is cleared out and a note on the editor display, "One or more records has been marked Private in the Team Members tab. Contact information was not imported for those records and will appear blank below." On the printed document it reads, "Unpublished" in each of those areas.
When the Educational Surrogate Flag is marked on the Team Members tool, that person displays on the Parent/Guardian Information editor with "Educational Surrogate Parent" next to their name as the relationship and all other fields are hidden from the screen as well as on the printed document.
Parent/Guardian Information Editor
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Field
Description
Ad Hoc
Validation
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.
Census > People > Demographics > First Name
identity.firstName
This field populates from Census. This is part of the header for the parent/guardian.
Middle Name
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
This field populates from Census. This is part of the header for the parent/guardian.
Suffix
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
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.
Census > People > Relationships
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.
N/A
When no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. When any Sequences are selected, only parent/guardian(s) with a sequence number prints in the order defined.
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.
Census > People > Demographics > Household Phone
This field populates from Census.
Work Phone
The work phone of the parent/guardian.
Census > People > Demographics > Work Phone
This field populates from Census.
Cell Phone
The cell phone of the parent/guardian.
Census > People > Demographics > Cell Phone
This field populates from Census.
Email
The primary email address for the parent/guardian.
Census > People > Demographics > Email
This field populates from Census.
Primary Language
The parent/guardian's first language.
Census > People > Demographics > Home Primary Language
identity.homePrimaryLanguage
This field populates from Census.
The values available in this list are available in a locked attribute dictionary, Language List (Definition.iso639-2Language).
Interpreter Needed
Indicates the student requires an interpreter. Options are Yes or No.
N/A
The values available in this dropdown are hard coded.
The Team Meeting Cover Page editor lists the team meetings held regarding the student and the participants of the meeting. Team Meetings display based on the Meeting Date. The Print in Plan slider must be marked On for the team meeting record to appear on the printed document.
Team members added on the Team Members tool can be added to team meetings. Team members can be added manually on this editor, but are not saved in the system and have to be created each time they are included in a meeting.
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Team Meeting List Screen
Team Meeting List Screen
Column Name
Description
Description
Padlock Icon
The user currently editing the team meeting record.
N/A
Meeting Date
The date of the meeting.
This is pulled from the Meeting Date field on the Team Meeting detail screen.
Meeting Location
The location of the meeting.
This is pulled from the Meeting Location field on the Team Meeting detail screen.
Print in Eval
Indicates this meeting prints on the evaluation.
This field defaults to marked. Any action taken with this slider automatically updates on the Print in Plan slider on the Team Meeting list screen.
Team Meeting Detail Screen
Select an existing record or click New to view the Team Meeting detail screen.
Team Meeting Detail Screen
Field Name
Description
Validation
Team Meeting
Print in Eval
Indicates this meeting prints in the Evaluation.
This field defaults to marked. Any action taken with this checkbox automatically updates on the Print in Plan slider on the Team Meeting list screen.
Meeting Date
Required
The date of the meeting.
This field auto-populates with the Created Date from the Data Review Header editor.
Meeting Time
The time of the meeting.
N/A
Meeting Location
The location of the meeting.
N/A
Invite Date
The date the invitation for the meeting was sent to participants.
N/A
Purpose of Meeting
Evaluation and Reevaluation
Indicates which type of evaluation being discussed at the meeting. Options include:
Evaluation including determination of initial eligibility for special education
Reevaluation including determination of continuing eligibility for special education
N/A
Individualized Education Plan (IEP) (if student is eligible)
Indicates which type of IEP being discussed at the meeting. Options include:
Develop an initial IEP
Develop an annual IEP
Review/revise IEP
Transition - the consideration of post-secondary goals and transition services (Required for students beginning at age 14).
N/A
Placement (must be determined when the IEP is developed or reviewed/revised)
Indicates the type of placement discussed. Options include:
Determine initial placement
Determine continuing placement
N/A
Other
Options include:
Review existing information to determine needs for additional assessments or other evaluation materials (IEP team meeting optional)
Conduct a manifestation determination (check appropriate boxes under IEP & Placement if changes in either are contemplated)
Determine setting for service during disciplinary change in placement (must check appropriate boxes under IEP & Placement)
Other
N/A
Specify *Required
A text field used to specify the reason for the meeting.
*This field displays and is required when Other is selected above.
If a purpose of this meeting is IEP development, review, and/or revision related to the academic, developmental and functional needs of the child, the IEP team considered the results of:
Initial or most recent evaluation
Indicates the IEP team considered the initial or most recent evaluation in their determination. Options include:
Yes
Not Applicable
The values available in this dropdown are hard coded.
Indicates the IEP team considered any statewide assessment in their determination. Options include:
Yes
Not Applicable
The values available in this dropdown are hard coded.
Indicates the IEP team considered any district-wide assessments in their determination. Options include:
Yes
Not Applicable
The values available in this dropdown are hard coded.
Documented Efforts If a parent did not attend or participate in the meeting by other means and did not agree to the time and place of the IEP team meeting, document three efforts to involve the parent(s)/guardian(s).
Date
The date the attempt was made.
This field is duplicated a total of three times to document the three attempts.
Method
The method of contact.
This field is duplicated a total of three times to document the three attempts.
Result
The result of the attempt.
This field is duplicated a total of three times to document the three attempts.
Comments
Any additional comments needed to document the attempts.
N/A
Attendance
First Name Required
The first name of the participant.
The Team Member names listed are read-only and are pulled from the person's District Assignment. Team members can be added using the Add button.
Last Name Required
The last name of the participant.
The Team Member names listed are read-only and are pulled from the person's District Assignment. Team members can be added using the Add button.
Role
The title of the participant.
N/A
LEA
The Local Education Agency contact.
At least one Team Member must be marked as LEA in order to complete the editor.
Invited
Indicates the participant was invited.
This determines whether or not the team member prints on the IEP.
Attended
Indicates the participant attended the meeting.
Team Members also display on the printed document when this is marked Yes, even when the Invited checkbox has not been marked or when marked No and Invited has been marked.
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 Editor
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Field
Description
Validation
Information from referral for special education/notice of reevaluation was reviewed *Required
Indicates the referral and/or notice was reviewed. Options include Yes or No.
*This field is required in order to Complete the editor.
The values available in this dropdown are hard coded.
Information about the student's (including preschool children) academic achievement
Indicates which academic areas have been reviewed by the team. Options include:
Early literacy/Reading achievement
Speaking and listening achievement
Language achievement
Writing achievement
Mathematics achievement
Physical education (PE) achievement
Academic achievement in other areas (e.g., science, social studies, etc.)
Multiple checkboxes may be selected.
Information about the student's (including preschool children) functional performance
Indicates which functional areas have been reviewed by the team. Options include:
Cognitive learning (e.g., executive function skills, information processing)
Communication (e.g., sound production, fluency, voice, social and pragmatic language)
Independence/Self-determination (e.g., self-advocacy, self-care and hygiene)
Physical/Health (e.g., vision, hearing, fine and gross motor skills, mobility)
Social and Emotional Learning (e.g., perspective taking, self-management and regulation)
Multiple checkboxes may be selected.
Sources of Information
Indicates the sources of data reviewed. Options include:
Information or evaluations provided by the parent(s)/family
Previous evaluations
Current classroom-based, district-wide or state assessment results
Observations by teachers, related service providers and others (including current classroom-based observations and observations by reading teacher/specialist, if applicable)
Previous interventions and effects
Behavioral records (including but not limited to discipline data, suspensions, office referrals, and data tracking a behavior)
Assistive technology assessment (including but not limited to assessment for accessible educational materials and augmentative and alternative communication)
Functional behavioral assessment
Adaptive PE Assessment
Information from other sources (including but not limited to postsecondary transition, medical, Birth-to-3)
Multiple checkboxes may be selected.
Additional Data Needed
Indicates additional information is needed. Options include Yes or No.
When Yes,the IE3/RE5 editors is available.
When No the IE2/RE4 editors is available.
The values available in this dropdown are hard coded.
II. Additional areas of concern identified during the review of existing data, if any *Required
A description of any additional areas of concern that were identified during the review process.
*This field is required in order to Complete the editor when Additional Data Needed is marked as Yes.
Users can enter text into this area or mark None, which makes this field unavailable.
None
Indicates no additional areas of concern have been identified.
When marked, the text area above is unavailable.
III. Describe additional assessments and other evaluation materials needed to complete a sufficiently comprehensive evaluation to assess the areas of concerns and determine if a student meets criteria for a disability category and needs specially designed instruction *Required
A description of any additional assessments needed.
*This field is required in order to Complete the editor when Additional Data Needed is marked as Yes.
Users can enter text into this area or mark None, which makes this field unavailable.
The Team Participants editor lists team members participating in the review of existing data to determine additional information is needed.
This editor cannot be placed in a Not Needed status.
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Team Participants List Screen
Team Participants List Screen
Column Name
Description
Description
Padlock Icon
The user currently editing the team meeting record.
N/A
Date
The date of the meeting.
N/A
Team Member Name
The name of the participant/team member.
N/A
Print in Eval
Indicates this meeting prints on the evaluation.
This field defaults to marked. Any action taken with this slider automatically updates on the Print in Plan slider on the Team Meeting list screen.
Team Participants Detail Screen
Select an existing record or click New to view the Team Participants detail screen.
Team Participant Detail Screen
Field
Description
Validation
Print in Eval
Indicates this record prints in the Evaluation.
This field defaults to marked. Any action taken with this checkbox automatically updates on the Print in Plan slider on the Team Participant list screen.
Link to Team Member
Any team member from student's Team Members tool.
Values available in this dropdown display all active Team Members from the Special Ed Team Members tool.
LEA
Indicates this team member is the local education agency representative.
At least one Team Member must be marked as LEA in order to complete the editor.
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.
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.
Role Required
The role of the team member.
This field auto-populates with value from Link to Team Member, but allows for manual entry when a text field.
Date
Required
The date of the meeting.
N/A
Method of Involvement
Required
The method in which the team member was involved in the meeting.
The Parent Participation editor lists parents/guardians who did not attend or participate in the review of existing data to determine additional information is needed.
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Parent Participant List Screen
Parent Participation List Screen
Column Name
Description
Description
Padlock Icon
The user currently editing the team meeting record.
N/A
Date
The date of the meeting.
N/A
Method
The manner in which the parent participated in the meeting.
N/A
Result
The result of the meeting.
N/A
Print in Eval
Indicates this meeting prints on the evaluation.
This field defaults to marked. Any action taken with this slider automatically updates on the Print in Plan slider on the Team Meeting list screen.
Parent Participants Detail Screen
Select an existing record or click New to view the Parent Participants detail screen.
Parent Participation Detail Screen
Field
Description
Validation
Print in Eval
Indicates this record prints in the Evaluation.
This field defaults to marked. Any action taken with this checkbox automatically updates on the Print in Plan slider on the Parent Participant list screen.
Date Required
The date of the meeting.
N/A
Method
The manner in which the parent participated in the meeting.
The No Additional Assessments Needed editor is used to document that no additional assessments are needed for the student.
Notice that No Additional Assessments Needed Editor
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Field
Description
Validation
Date
Required
Indicates the date when the determination was made that no additional assessments are needed.
N/A
Document Type
Options include Reevaluation or Initial Evaluation.
This is a read-only field that auto-populates the value of Reevaluation or Initial Evaluation from the Type of Data Review dropdown within the Data Review Header editor.
This also determines which printed document displays on print when the editor is placed in a Completed status.
Parent Participated in Making the Determination
Indicates the parent participated in making the determination.
When this is marked, the other checkboxes cannot be selected. At least one of these checkboxes must be selected to save the editor.
Date of Determination *Required
The date of determination.
*This is available and required when Parent Participated checkbox is marked.
Determination made in the following way *Required
The manner in which the determination was made.
*This is available and required when Parent Participated checkbox is marked.
Parent Did Not Participate in Making the Determination and the District Made 3 Attempts to Involve
Indicates the parent did not participate in making the determination.
When this is marked, the other checkboxes cannot be selected. At least one of these checkboxes must be selected to save the editor.
List the three (3) attempts the District made to involve the parent *Required
Lists the three attempts made by the district to involve the parent.
*This is available and required when Parent Did Not Participate checkbox is marked.
The reason(s) for this determination are
Indicates the reason for the determination.
N/A
Contact Name
The name of the special education contact.
This auto-populates from System Administration > Resources > District Information > District > SPED Contact First Name/SPED Contact Last Name, but can be modified.
Contact Phone
The phone number of the special education contact.
This auto-populates from System Administration > Resources > District Information > District > SPED Phone, but can be modified.
Title
The title of the special education contact.
N/A
Alternate Contact Name
The name of the alternate special education contact.
This auto-populates from System Administration > Resources > District Information > District > Alternate SPED Contact First Name/Alternate SPED Contact Last Name, but can be modified.
Alternate Contact Phone
The phone number of the alternate special education contact.
This auto-populates from System Administration > Resources > District Information > District > Alternate SPED Phone , but can be modified.
The Need to Conduct Additional Assessments editor is used to document the need to conduct additional assessments for the student.
(IE3/RE5) Need to Conduct Additional Assessments Editor
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Field
Description
Validation
Date
Required
Indicates the date when the determination was made that additional assessments are needed.
N/A
Document Type
Options include Reevaluation or Initial Evaluation.
This is a read-only field that auto-populates the value of Reevaluation or Initial Evaluation from the Type of Data Review dropdown within the Data Review Header editor.
This also determines which printed document displays on print when the editor is placed in a Completed status.
Parent Participated in Making the Determination
Indicates the parent participated in making the determination.
When this is marked, the other checkboxes cannot be selected. At least one of these checkboxes must be selected to save the editor.
Date of Determination *Required
The date of determination.
This is available and required when Parent Participated checkbox is selected.
Determination made in the following way *Required
The manner in which the determination was made.
This is available and required when Parent Participated checkbox is selected.
Parent Did Not Participate in Making the Determination and the District Made 3 Attempts to Involve
Indicates the parent did not participate in making the determination.
When this is marked, the other checkboxes cannot be selected. At least one of these checkboxes must be selected to save the editor.
List the three (3) attempts the District made to involve the parent *Required
Lists the three attempts made by the district to involve the parent.
This is available and required when Parent Did Not Participate checkbox is selected.
Assessments to be Administered
Column names:
Areas to be EvaluatedRequired
Description of Assessments and Other Evaluation Materials and Titles, if Known
Name of Evaluator, if Known
The Side Panel displays when "Add Assessment" button is used or when any already added row is clicked on.
Other evaluation options, if any, considered and reasons rejected, including a description of any other factors relevant to the proposed evaluation of this child.
A description of other evaluation options and/or factors relevant to the proposed evaluation of the student.
Users can enter text into this area or mark None, which makes this field unavailable.
None
Indicates no other evaluation options and/or factors relevant to the proposed evaluation of the student needs to be document.
When marked, the text area above becomes unavailable.
Contact Name
The name of the special education contact.
This auto-populates from System Administration > Resources > District Information > District > SPED Contact First Name/SPED Contact Last Name, but can be modified.
Contact Phone
The phone number of the special education contact.
This auto-populates from System Administration > Resources > District Information > District > SPED Phone, but can be modified.
Title
The title of the special education contact.
N/A
Alternate Contact Name
The name of the alternate special education contact.
This auto-populates from System Administration > Resources > District Information > District > Alternate SPED Contact First Name/Alternate SPED Contact Last Name, but can be modified.
Alternate Contact Phone
The phone number of the alternate special education contact.
This auto-populates from System Administration > Resources > District Information > District > Alternate SPED Phone, but can be modified.
Editor Home
Data Review Header Editor
Enrollment Information Editor
Student Information Editor
Parent/Guardian Information Editor
Team Meeting List Screen
Team Meeting Detail Screen
Existing Data Review Editor
Team Participants List Screen
Team Participant Detail Screen
Parent Participation List Screen
Parent Participation Detail Screen
Notice that No Additional Assessments Needed Editor
(IE3/RE5) Need to Conduct Additional Assessments Editor
