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Note: only submit a Special Education Record to DEX if you are the School of Responsibility / Access School (for public schools). For more on how to determine the School of Responsibility, go here.
Exception: an EV record can be submitted for a student whom receives an initial evaluation from the corporation of legal settlement but is attending a non-public school located in a different school corporation.
Provide the School of Responsibility or Access School.
This is also known as the Education Organization ID.
This is the School ID reported for access to the student’s Indiana IEP or the School ID where the student is receiving their special education services.
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initial evaluation is taking place.
Provide the Begin Date.
This may be the start date of services, first day of your school year, the day the student enrolled, or the same date of as the parental consent if the student is in the process of being evaluated for services.
The Begin date must be on or before the count date to be included in SE count.
For initial Special Education evaluations, the Begin Date must be date (referral date) when the evaluation is initiated or in progress and not yet completed.
Special Education evaluations with Begin Dates in the current or prior school year to (not completed) will be included in the July certification.
3. Enter the ProgramName and setting codes (also known as the Location / Facility Code).
Program Names and Setting Codes for Early Childhood Ages 3-4 and Age 5/PK can be found here and Ages 5/KG and Ages 6-22 here.
This element reflects the student's placement information, as well as unlock the appropriate setting codes where appropriate.
Note: Undefined Undefined should be used for students who have yet to receive a placement or have been found ineligible for services.
Note: If placement changes, IDOE recommends terminating this SE program record with termination reason code 99 and creating a new program record with updated information.
4. Enter the student’s IDEA Eligibility status:
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Provide the End Date (when required).
Students' evaluations completed and found ineligible will require an end date with reason exit code 99.
Students' evaluations completed and found eligible does not require an end date.
Schools may opt to update the program name or provide an end date and begin a second program record.
Reporting guidance for Special Education Termination can be found here to assist as needed.
Report the Program Name and Setting Codes.
Evaluations initiated or in progress will have Program Name of ‘Undefined’ provided.
Allowable Setting Codes for ‘Undefined’ program are 03-Homeschooled, 10-Non-Public School (PK-13), or leave blank.
Determine the student’s IDEA Eligibility status.
IDEA Eligibility is provided as ‘False’ when the evaluation is initiated or in progress.
IDEA Eligibility is provided as ‘False’ if the student is found ineligible once the evaluation is completed.
IDEA Eligibility is provided as ‘True’ if the student is found eligible once the evaluation is completed.
Note: students terminated or exited from services should not have the original eligibility of ‘true’ changed to ‘false’
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IDEA Eligibility is provided as ‘True’ if the student is in the process of evaluation for services or is found to not be eligible for special education services after evaluation is complete and is not participating in a special education program.
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found eligible and enrolled in a non-public school or being homeschooled and are not receiving services and are associated with program Identified Unserved NonPublic/Homeschool Only.
Note: Students with an initial evaluation begun or completed during the Special Education Evaluation reporting period will be certified/counted on the EV (Special Education Evaluation) roster regardless of IDEA Eligibility Status.
Report the appropriate CircumstancesRelevantToTimelineDescriptor Code Value using the chart below.
This determines timeline for compliance for initial evaluations ONLY.
Note that the used Code Values determine a specific compliance indicator.
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Report the appropriate TimelineComplianceDescriptor Code Value using the chart below.
This communicates information of whether the evaluation was on time or excused for a reason under IDEA and Article 7.
A child who enters a new LEA after beginning an initial evaluation in another Indiana LEA must complete the evaluation in a reasonable timeframe.
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Provide the IEP Review/Case Conference date for the most recent initial evaluation.
Case conference date may not be prior to the date of parental consent/referral (step #9).
This IEP Review/Case Conference date must be an instructional day on the school calendar.
IEP Review/Case Conference date is not for the reporting of Annual Case Reviews (ACR’s) should not be recorded in this data element.
For children with initial evaluations concluded before the 20202023-2021 2024 school year, June 30, 2020 2022 may be used.
BLANK is allowable for reporting Note: IEP Review/Case Conference date does NOT have to be reported for the recording of incomplete processes (i.e. evaluation starting in May and will be finished in August).
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Provide the Last Evaluation Date.
This may be the initial case conference or most recent case conference date.
This data element Note: the Last Evaluation Date will not be used for annual compliance monitoring.
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Provide the
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Parental Consent Date.
The Parental Consent Date date begins the timeline for initial evaluations (20 or 50-day timeline).
Any Timeline Date needs to occur on instructional day within school calendar.
If referral occurred over the summer, parent consent/referral date should be the first day of the current school year.
Reevaluations should not Reevaluations should NOT be recorded in this data element.
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Provide the FirstStepsTransitionDate, which is the date services began for the student
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in
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First Steps.
Date This date does not need to be an instructional day.
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