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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.
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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 Special Education count.
For initial Special Education evaluations, the Begin Date must be in the 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.
Note: For how to Report a Student’s End Date or termination of Special Education services, go here.
This would also include the changing of a Student’s Special Education record to qualify for new / different exceptionalities.
Report the Program Name and Setting Codes.
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 should be used for students who have yet to receive a placement, are being evaluated, 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.
Determine 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 programfound 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.
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