CT Evaluation Timelines State Report User Guide
Evaluation Timelines Overview
Districts are mandated to report their compliance with the Child Find requirements evaluation timeline, as dictated by the federal State Performance Plan (SPP) indicator. The data collected includes information about students referred for evaluation, with parental consent, to determine eligibility for special education and related services. According to federal regulations, the evaluation timeline should not exceed 60 calendar days from the date of parental consent, counting all days including weekends, holidays, emergency days, and summer vacation. Any delays due to acceptable reasons are considered to be compliant with the SPP Indicator 11 (Evaluation Timelines).
Starting in 2020, the rules for this report have been updated to require completion within 45 school days instead of 60 calendar days. Additionally, the reporting period will begin from the date of referral, not just the date of consent. A new report called "Evaluation Timelines - 45 School Days" has been created to incorporate these changes, while the original report, "Evaluation Timelines," remains available.
Requirements
Field Definitions
Field Name | Excel Column | Data Type | Length | Requirements | Valid Values | PowerSchool Data Selection/Requirements |
---|---|---|---|---|---|---|
Evaluation Timelines District | A | Char | 3 | M | Fields 1-3### (Including leading zeros if applicable) | Administration, Configuration, Profile Types, Globals, Your District ID {=ThisDistrict.ID} |
Private Pay? | B | Char | 1 | M | Fields 4-4Y/N/B (Y = Yes (Private Pay not Birth to Three, N=No, B=Private Pay Birth to 3 | Profile Record: Eligibility Section, Eligibility Determination Dates area, new Private Pay field with drop-down of three choices, N (No) is the default. |
State Assigned Student ID (SASID) | C | Char | 10 | C | Fields 5-14 Numbers only | Profile, Student Information, State ID: |
Referral ID | D | Char | 10 | C | Fields 15-25 | Profile, Student Information, ID |
Formal | E | Char | 35 | C | Fields 25-59 | {LastName:K} |
Formal | F | Char | 20 | C | Fields 60-79 | {FirstName:K} |
Formal | G | Char | 20 | O | Fields 80-99 | {MiddleName:} |
Date of Birth | H | Char | 8 | M | Fields 100-107 | {BirthDate} |
Date of Referral | I | Char | 8 | M | Fields 108-115 | Finalized Form 621 (Referral to Determine Eligibility) saves to: |
Date of Parental Consent to Evaluate | J | Char | 8 | M | Fields 116-123 | Finalized Form 625 (Notice of Consent to Conduct Initial Eval), then Edit 'For Office Use Only', Parent Response / date saves to: |
Date of Eligibility PPT | K | Char | 8 | C | Fields 124 - 131 | Finalized Form 620 (IEP, Cover Page, Meeting Reason = Determine Eligibility Meeting and a Primary Disability) saves the meeting date to: |
Eligible? | L | Char | 1 | M | Fields132-132 | Finalized Form 620 (IEP, Cover Page, Question = Eligible as a student in need of Special Ed. Eligible or Not Elig.
|
Reason for Delay | M | Char | 2 | C | Fields 133-134 | Behavior Option added for staff to enter a delay reason on the PWN page with a meeting reason = Determine Eligibility. (Admins: Set Document Template, IEP, Properties, set PWNEvaluationTimeline = True). - 07, Meetings 45 School Day Timeline will automatically be created if ED621 to Eligibility Start date is less than 45 days. - If it is over 45 days, a drop-down will appear for user selection WHEN the behavior option is set to True. OR Finalized Form 637 (Mutual Agree to Extend Eval for SLD) with the 'For Office Use Only' Parent Response = Parent Accepts. This saves to Profile, Eligibility, Delay=09. OR
|
Reason - Other | N | Char | 200 | C | Fields135-334 | Profile, Eligibility, Eligibility Determination Dates, |
Denial of Basic Rights? | O | Char | 1 | C | Fields 335-335 | Profile, Eligibility, Eligibility Determination Dates, |
Corrective Action | P | Char | 200 | C | Fields 336-535 | Profile, Eligibility, Eligibility Determination Dates, |
District Student ID | Q | Char | 20 | R | Fields 536-555 | Profile, Student Information, ID |
Early Intervention Participant (EIP) | R | Char | 1 | M | Fields 556-556 | Profile, Eligibility, Eligibility Determination Dates, Early Intervention Participant (EIP). If checked, 'Y'. |
End of Record Marker | R | Char | 1 | M | Fields 557-557 | Default an 'X' in Field 557 |
Mandatory - If this field is not complete, an error is generated. Fields are mandatory for the Evaluation Timelines Collection.
Optional - Districts can report this field or leave it blank.
Recommended - We recommend reporting this field, but your district can choose to do so or leave it blank.
Conditional - This field may be required depending upon the response to a related field.
Disallowed - Districts may not report this field for this submission. This field is for display purposes only.
Origins of Data:
PSIS - Public School Information System; the PSIS Registration module is referenced for student data.
LEA - Local Education Agency or District
CDE Guidance
Evaluation Timelines User Guide
Revision History
Date | Description of Revision |
---|---|
April 24, 2020 SPEDSM-CT_20.4.1.0 |
|