How to Submit Special Education Evaluation Program Records

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 where the 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 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 current or prior school year to be included.

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.

• A student DOES qualify for IDEAEligibility if the student is found eligible for special education services and is participating in a special education program. (Note: students terminated or exited from services should not have the original eligibility of ‘true’ changed to ‘false’)

• A student DOES NOT qualify for IDEAEligibility 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.

• 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.

Circumstances Relevant to Timeline Descriptor

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.

Timeline Compliance Descriptor

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.

• 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).

• For children with initial evaluations concluded before the 2023-2024 school year, June 30, 2022 may be used.

• 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).

Provide the Last Evaluation Date.

• This may be the initial case conference or most recent case conference date.

• Note: the Last Evaluation Date will not be used for annual compliance monitoring.

Provide the Parental Consent Date.

• The Parental Consent Date date begins the timeline for initial evaluations (20 or 50-day timeline).

• Reevaluations should NOT be recorded in this data element.

Provide the FirstStepsTransitionDate, which is the date services began for the student in First Steps.

• This date does not need to be an instructional day.