Section and Fields in the EPC form | PowerSchool Special Programs

The following table lists all the fields needed to build a Student Profile.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Student Name	Name of the student for whom the meeting has been called.	No	Yes	Student Information	N.A.	Populated from Student Information Profile. Captured through the {StudentName} field.
ID	Student ID as per the Student Information System records.	No	Yes	Student Information	N.A.	Populated from Student Information Profile. Captured through the {stateid} or {ID} field.
Date of Birth	DOB of the student as per the Student Information System records.	No	Yes	Student Information	N.A.	Populated from Student Information Profile. Captured through the {BirthDate} field.
Age	Age of the student as of the birth date.	No	Yes	None	N.A.	Calculated as per the current date and DOB. Captured through the {AgeInYearsMonths} field.
Grade	The academic grade the student is enrolled in or would be enrolled in.	No	Yes	Student Information	N.A.	Populated from Student Information Profile. Captured through the {Grade} field.
School/Site	The name of the School the student is enrolled in or would be enrolled in.	No	Yes	Student Information	N.A.	Populated from Student Information Profile. Captured through the {School} field.
Date of Last Evaluation Component (for current evaluation)	You are required to enter a date that is less than or equal to the current date. When there is no IEP document on record for the student, then flow the date to the student's referral record, Initial Evaluation Date field.	Yes	Yes	N.A.	Referral Information Profile (InitEvalDate)	Populated from Referral Information Profile. Captured through the {LastEvalDate} field.
Date of Decision	The date on which the decision of the EP Conference was finalized.	Yes	Yes	N.A.	Referral Profile: If there is no existing IEP for the student, this date flows to the Initial Eligibility Determination Date and is captured through the {InitEligibilityDate} field. Special Education Profile Irrespective of the IEP or Referral Document, this date flows to the Most Recent Evaluation Date and is captured through the {ReEvalDate}. Disability History Profile: If disability for student has changed, then this date becomes: End Date for ‘Current Disability’. Start Date for ‘Newly Added Disability’. An Eligibility History Child Profile is created.	Captured through the {DecisionDate} field.

Eligibility and Disability Determination

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Determination of Disability (Check One)	Either option must be checked. Neither checkbox can be checked at the same time. Evaluation data does NOT substantiate a disability Evaluation data do substantiate a disability	Yes	Conditional	N.A.	N.A.	Captured through the {EvalDataSubstantiate) and {EvalDataSubstantiate+) field.
Eligibility Category	If the “Evaluation data does Substantiate a disability” option is selected. A drop-down list of disabilities appears. When the “Evaluation data does Substantiate a disability” option is selected, then one of the options must be selected before you can set the document status to Review or Final.	Yes	Yes. But Conditional	N.A.	Special Ed. Profile and Disability History Profile	Captured through the {EligCategory} field.
Describe the Child's Educational Needs	A long text box is displayed for this field.	Yes.	Yes.	N.A.	N.A.	Captured through the {EducationalNeeds} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Determination of Disability (Check One)

Either option must be checked.

Neither checkbox can be checked at the same time.

Evaluation data does NOT substantiate a disability
Evaluation data do substantiate a disability

Yes

Conditional

N.A.

Captured through the {EvalDataSubstantiate) and {EvalDataSubstantiate+) field.

Eligibility Category

If the “Evaluation data does Substantiate a disability” option is selected. A drop-down list of disabilities appears.

When the “Evaluation data does Substantiate a disability” option is selected, then one of the options must be selected before you can set the document status to Review or Final.

Yes

Yes. But Conditional

N.A.

Special Ed. Profile and Disability History Profile

Captured through the {EligCategory} field.

Describe the Child's Educational Needs

A long text box is displayed for this field.

Yes.

N.A.

Captured through the {EducationalNeeds} field.

The response to the long text sections can be captured in either of the two ways:

Rich text formatted in the textbox provided alongside the field.
- The rich-text feature also supports Spell Checker ( ) on the inserted text.
Voice-over narration captured as written text by clicking on the Speak Text Icon ( ).

Excusals

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Excusal(s)	Are excuses allowed? Choose between Yes or No.	Yes	Yes	N.A.	N.A.	Captured through the {ExcusalCB} field.
Name(s) of Team Member(s) Excused	If you have chosen ‘Yes’ for the previous question, then you are allowed to mention one or more names of people who, though necessary for the decision-making process, will now be excused from participating. You can add multiple entries under the heading ‘Name(s) of Team Member(s) Excused’. To add an additional entry, click the icon and a new row will appear.	Yes	Conditional	Staff Profile.	N.A.	Captured through the {^ExcusedMem} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Excusal(s)

Are excuses allowed? Choose between Yes or No.

Yes

N.A.

Captured through the {ExcusalCB} field.

Name(s) of Team Member(s) Excused

If you have chosen ‘Yes’ for the previous question, then you are allowed to mention one or more names of people who, though necessary for the decision-making process, will now be excused from participating.

You can add multiple entries under the heading ‘Name(s) of Team Member(s) Excused’.
To add an additional entry, click the icon and a new row will appear.

Yes

Conditional

Staff Profile.

N.A.

Captured through the {^ExcusedMem} field.

You can also rearrange the hierarchy of the people on the excusals list in any order.

To move a name upwards in the list, use the icon.
Likewise, to move a name downwards in the list, use the icon.

You can also delete any name from the list by clicking the icon.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Parent Agreement to Excusal	Choose between Yes and No. Only after you choose ‘Yes’ can you add the parent's signature. Additionally, if the document is being signed digitally and ‘Excusals’ is set to ‘Yes’, the system displays each parent/guardian's name, and you must select one of the names to proceed with setting the document to review. However, only one parent/guardian name will be permitted to be checked. Once the document is sent digitally to the parent or Guardian, the parent/guardian whose name is checked must select 'yes' or 'no' and sign the document digitally.	Yes	Conditional. Not allowed if “Sign Paper Copy is selected.	N.A.	N.A.	Captured through the {ExcusalParent}, {AgreeDisagreeCB} and {ParentESignCB} fields.
Is the excused member's area of curriculum being discussed?	Choose between Yes and No. Additional input is required once you choose ‘Yes’.	Yes	Conditional. Allowed only if Excusals is ‘Yes’.	N.A.	N.A.	Captured through the {ExcusedCurriculumCB} and {ExcusedCurriculumCB:-"No"} fields.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Parent Agreement to Excusal

Choose between Yes and No.

Only after you choose ‘Yes’ can you add the parent's signature.

Additionally, if the document is being signed digitally and ‘Excusals’ is set to ‘Yes’, the system displays each parent/guardian's name, and you must select one of the names to proceed with setting the document to review.

However, only one parent/guardian name will be permitted to be checked.
Once the document is sent digitally to the parent or Guardian, the parent/guardian whose name is checked must select 'yes' or 'no' and sign the document digitally.

Yes

Conditional. Not allowed if “Sign Paper Copy is selected.

N.A.

Captured through the {ExcusalParent},
{AgreeDisagreeCB} and
{ParentESignCB} fields.

Is the excused member's area of curriculum being discussed?

Choose between Yes and No.

Additional input is required once you choose ‘Yes’.

Yes

Conditional. Allowed only if Excusals is ‘Yes’.

N.A.

Captured through the {ExcusedCurriculumCB} and {ExcusedCurriculumCB:-"No"} fields.

Team Participation Signatures

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Parents / Guardian	You can add multiple entries under the heading ‘Parents or Guardians’. To add an additional entry, click the icon and a new row will appear.	Yes	Yes	Student Contacts profile	Document Delivery Profile	N.A.
Special Education Teacher	Use Lookup or Non-Lookup to select the Special Education Teacher from the Staff Profile. After selection, the teacher must sign the document. The system records their signature, date, and time stamp.	Yes	Yes	Staff Profile	N.A.	Captured through the {SpecialEdTeacher}, {SpecialEdTeacherESign}, and {SpecialEdTeacherDate} fields.
General Education Teacher	Use Lookup or Non-Lookup to select the General Education Teacher from the Staff Profile. After selection, the teacher must sign the document. The system records their signature, date, and time stamp.	Yes	Yes	Staff Profile	N.A.	Captured through the {GeneralEdTeacher}, {GeneralEdTeacherESign}, and {GeneralEdTeacherDate} fields.
Local Education Agency Representative	Use Lookup or Non-Lookup to select the LEA Representative from the Staff Profile. After selection, the representative must sign the document. The system records their signature, date, and time stamp.	Yes	Yes	Staff Profile	N.A.	Captured through the {LEATeacher}, {LEATeacherESign}, and {LEATeacherDate} fields.
Individuals to Interpret Instructional Implications of Evaluation Results (School psychologist, speech-language pathologist, or remedial reading teacher)	Use Lookup or Non-Lookup to select the Interpreter from the Staff Profile. After selection, the interpreter must sign the document. The system records their signature, date, and time stamp.	Yes	Yes	Staff Profile	N.A.	Captured through the {Interpreter}, {InterpreterESign}, and {InterpreterDate} fields.

You can also rearrange the hierarchy of the people on ‘others’ the list in any order.

To move a name upwards in the list, use the icon.
Likewise, to move a name downwards in the list, use the icon.

You can also delete any name from the list by clicking the icon.

Evaluation Report and Evaluation Programming Conference

This section captures the Delivery status of the document. This includes the Date the document was sent to the Parent and the mode used to send it.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Date provided to parent	The date on which the document was sent or handed over to the parent.	Yes	Yes	Student Contacts profile	Document Delivery Profile	Captured through the {DateProvided} field.
Mode of delivery	One is required. However, you can select more than one. In person By Mail E-mail	Yes	Yes	N.A.	Document Delivery Profile	Captured through the fields {ProvidedInPerson} for In person, {ProvidedByMail} for By Mail, and {ProvidedEmai} for E-mail method.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Date provided to parent

The date on which the document was sent or handed over to the parent.

Yes

Student Contacts profile

Document Delivery Profile

Captured through the {DateProvided} field.

Mode of delivery

One is required. However, you can select more than one.

In person
By Mail
E-mail

Yes

N.A.

Document Delivery Profile

Captured through the fields {ProvidedInPerson} for In person, {ProvidedByMail} for By Mail, and {ProvidedEmai} for E-mail method.

For Office Use Section

This section captures the Delivery status and response status on the specific document under which it is added.

The fields in this section, however, are consistent across all documents and are explained here.

Field Name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Date flow (To Profile)	Data Source and Field Name
Mode of Delivery	The method used to send the document to the parent.	Yes	Yes	N.A.	Document Delivery Profile	Captured through the {DeliveryMethod) field.
Date of Delivery	The date on which the document was dispatched to the parent.	Yes	Yes	N.A.	Document Delivery Profile	Captured through the {DateProvided} field.

You can add multiple entries using either the icon or icon.

For every additional entry, a new row will appear.

You can also rearrange the hierarchy of the people on the Referral Committee list in any order.

To move a name upwards in the list, use the icon.
Likewise, to move a name downwards in the list, use the i

Data Flow 

Upon finalization of the document, the following data flow occurs:

Details	To Profile

When an Evaluation Programming Conference (EPC) is created, the system automatically generates a Notice of Action (NOA) and a Notice of Conference (NOC).

Upon finalization, it automatically creates an IEP document if the Evaluation data substantiates the existence of a disability checkbox is selected.

When the EPC document is saved, and the Eligibility Category is = SLD, it automatically creates a Specific Learning Disability (SLD) Document.