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 same date as the parental consent 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 (not completed) will be included in the July certification.

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’.

• IDEA Eligibility is provided as ‘True’ if the student is 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.

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.

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.