The following sections document the specific fields used for state reporting purposes. For more specific information about the Team Members tool, Evaluation, and IEP, see the corresponding linked documentation for each section below.

Team Members

Tool Search: Special Ed Team Members

The Team Members tool lists the individuals who are part of a student's special education team, including counselors, case managers, family and service providers. Members can be added through finding an existing person and linking them or by entering a person without consulting Census. 

Special Ed Team Member Detail - IDEA Parent

IDEA Parent

Indicates this parent is an IDEA Parent for the student.

Evaluations

Tool Search: Special Ed Documents

The Individual Education Program (IEP) or Evaluation team uses the Evaluation to document the student's educational needs and the student's determination of eligibility for special education prior to an IEP being created for that student.

Initial Evaluation Information Editor

The following fields on the Evaluation Information Editor MUST be populated in order for the student to report special ed assessment information properly.

Evaluation Information EditorEvaluation Type

The Evaluation Type field is used to indicate the intended use for the evaluation, whether the student is being evaluated for the first time (Initial), reevaluated (Reevaluation), or transferred (Exit). Only Initial and Exit types are reported. 

Evaluation Date

Indicates the date the evaluation occurred. This field automatically populates with the current date. This field is not required for state reporting, but is required to save the record. 

Outcomes Editor

The following fields on the Outcomes Editor MUST be populated in order for the student to report special ed assessment information properly.

Outcomes Editor

Assessment Category

Indicates in which areas the student will be assessed for special education services. Options are:

• Positive social-emotional skills (including social relationships)
• Acquisition and use of knowledge and skills (including early language/communication and early literacy)
• User of appropriate behaviors to meet their needs

Assessment Outcome Summary

The Assessment Outcome Summary field is used to identify the student's age appropriate behavior functionality related to the Assessment Category.

Exit Evaluation Information Editor

The Exit Evaluation is used to document those students who have stopped receiving special education services.

Exit Evaluation Editor

There is no requirement to populate an Exit Evaluation for a student when they are leaving special education or leaving a school. Logic exists in the product that uses the student's enrollment and special ed information to report the Exit Reason based on the State's Special Ed Exit Matrix. However, when the special ed Exit Reason that needs to be reported is different than the Special Ed Exit Matrix or is not covered in the Special Ed Exit Matrix, an Exit Evaluation is necessary to identify the proper Exit Reason to report.

Evaluation Date

Indicates the date the evaluation occurred. This field automatically populates with the current date. This field is not required for state reporting, but is required to save the record. 

Exit Date

Indicates the date the student exited special education. This field is not required for state reporting, but is required to save the record. 

Exit Reason

The reason the student stopped receiving special education services.  

This field is required to save the record, along with the Evaluation Date and the Exit Date.

Individual Education Plan

Tool Search: Documents

The editors available on the Individual Education Plan is used to document all required special education information by the State of Arizona.

Education Plan Editor

Education Plan Editor

IEP Start Date

The date the student began receiving services.

IEP End Date

The date the student's plan ends. This automatically populates with a date 364 days in the future, or one day prior to the start date in the next year. This date can be changed as needed to another date, as long as it is AFTER the IEP Start Date.

When a student exits special education, enter an IEP End Date that corresponds to when the student is no longer receiving special ed services or when the special ed services are changing. It does not need to correspond with what should be state reported.

When a student withdraws from school and is continuing their services elsewhere, the special ed exit date does not need to be updated as the enrollment end dates are used. 

Enrollment Status Editor

The following fields MUST be populated for state reporting.

Enrollment Status Editor

Primary Disability

The condition that impacts the student most in their daily life and ability to participate in regular education curriculum.

Special Ed Status

A description of whether the student is actively receiving special education services. One option is available - 1: Receiving Services - and is selected when the student is participating in Special Education programming.

The following fields may be populated based on the student's needs.

Disability 2 - 7

Additional disabilities of the student, up to 7.

Ancillary Disability 1-7

These fields are marked when the student receives services for a disability, but it is not included as part of the IEP.

Funded SPED Setting DOR

The Special Ed District Organization ID number. This field is populated when the the district that should receive funding for the student is different than the resident district assigned on the student's enrollment record.

Placement and LRE

Placement and LRE Editor

SPED Concurrency Type

This field indicates whether the IEP is reporting from the main Special Education school. 

Separate Facility or Private School

A checkbox indicating the student receives services at a separate facility or private school.

SPED Services School 

A description of where the majority of the student's special education services are administered. 

SPED Setting

A description of where the student's special education services are administered.