How to Submit Special Education Evaluation Program Records

1. Enter 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.

2. Enter the BeginDate.

• 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 SE count.

• For initial Special Education evaluations, the Begin Date must be in the current or prior school year to be included.

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:

• Enter “TRUE” (in all-caps) under 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’

• Enter “FALSE” (in all-caps) under 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.

5. Enter 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

6. Enter 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

7. Enter 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 date must be an instructional day on the school calendar.

• Annual Case Reviews (ACR’s) should not be recorded in this data element.

• For children with initial evaluations concluded before the 2020-2021 school year, June 30, 2020 may be used.

• BLANK is allowable for reporting of incomplete processes (i.e. evaluation starting in May and will be finished in August).

8. Enter the Last Evaluation Date.

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

• This data element will not be used for annual compliance monitoring.

9. Enter the Date of Parent Consent

• This 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 be recorded in this data element.

10. If the student is in First Steps, enter their Date Services Begin for First Steps.

• Date does not need to be an instructional day.