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) Positions 1-3	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: {StateID}
Referral ID	D	Char	10	C	Fields 15-25	Profile, Student Information, ID {ID}
Formal Last Name	E	Char	35	C	Fields 25-59 Character allowing a dash, period, space and apostrophe	{LastName:K}
Formal First name	F	Char	20	C	Fields 60-79	{FirstName:K}
Formal Middle Name	G	Char	20	O	Fields 80-99	{MiddleName:}
Date of Birth	H	Char	8	M	Fields 100-107 MMDDYYYY	{BirthDate}
Date of Referral	I	Char	8	M	Fields 108-115 MMDDYYYY ED621	Finalized Form 621 (Referral to Determine Eligibility) saves to: -Profile, Eligibility, Eligibility Determination Dates, ED 621 Referral Date (Date Received) {ED621Date:R}
Date of Parental Consent to Evaluate	J	Char	8	M	Fields 116-123 MMDDYYYY ED625	Finalized Form 625 (Notice of Consent to Conduct Initial Eval), then Edit 'For Office Use Only', Parent Response / date saves to: -Profile, Eligibility, Eligibility Determination Dates, Consent Forms Signed {MSConsentDate}
Date of Eligibility PPT	K	Char	8	C	Fields 124 - 131 Fields 124-131 MMDDYYYY IEP/ED620	Finalized Form 620 (IEP, Cover Page, Meeting Reason = Determine Eligibility Meeting and a Primary Disability) saves the meeting date to: -Profile, Eligibility, Eligibility Determination Dates, Eligibility Determination Date (Age 6-21) {EligDeterimDate6_21} OR Initial IEP Classification Date (Age 3-5 Only) {InitIEPClassifDate:R} Take Field 6-21 first then 3-5 if 6-21 is NULL.
Eligible?	L	Char	1	M	Fields132-132 Y/N/M (M=Moved) IEP/ED620	Finalized Form 620 (IEP, Cover Page, Question = Eligible as a student in need of Special Ed. Eligible or Not Elig. -Profile, Eligibility, Eligibility Determination Dates, Eligibility Status (Y/N) {EligibilityDetStatus:+"Eligible"-"Not Eligible"} Profile, Demographics / Enrollment / Contact Information, Student Enrollment Information, District Enrollment Exit Date and District Enrollment Exit Reason = Moved ExitReason Table {DistEnrlmntExitDate} {DistEnrlmntExitReasn:} OR Profile, Eligibility, IEP Team Information, Eligibility Determination Dates, Eligibility Status Field. If moved is checked, report ', if Moved is not checked, report Y/N. Checkbox [ ] Moved or Unable to Evaluate next to Y/N.
Reason for Delay	M	Char	2	C	Fields 133-134 Codes 01-07, 08 Other, 09 ED637 Form)	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 -Profile, Eligibility, Eligibility Determination Dates, Referral Delay Reasons. Keyword Table: ReasonForDelay Report Code column 01-07, 09.
Reason - Other	N	Char	200	C	Fields135-334 Character allowing a dash, period, space and apostrophe	Profile, Eligibility, Eligibility Determination Dates, Referral Delay Reasons. If Reason for Delay = 08/Other, Display text box data entered here. {RefDelayReasonOther:!}{-RefDelayReasonOther}
Denial of Basic Rights?	O	Char	1	C	Fields 335-335 Y/N	Profile, Eligibility, Eligibility Determination Dates, Referral Delay Reasons, Reason 08 Other: {RefDelayReasonOther:!} If Delay=08 (Other), question must be answered. Default file to 'N'. NOTE: If district has a student with 'Y' they will manually change 'N' to 'Y' in the extract file.
Corrective Action	P	Char	200	C	Fields 336-535 Character allowing a dash, period, space and apostrophe	Profile, Eligibility, Eligibility Determination Dates, Referral Delay Reasons, Reason 08 Other: {RefDelayReasonOther:!} If Delay=08, AND Denial of Basic Rights = Yes, NOTE: If district has a student with 'Y' above, they will manually enter text into the extract file.
District Student ID	Q	Char	20	R	Fields 536-555 Character and/or numbers	Profile, Student Information, ID {ID}
Early Intervention Participant (EIP)	R	Char	1	M	Fields 556-556 Y/N ED621	Profile, Eligibility, Eligibility Determination Dates, Early Intervention Participant (EIP). If checked, 'Y'. Check box [ ] Early Intervention Participant (EIP).
End of Record Marker	R	Char	1	M	Fields 557-557 "X" to mark the end of each record	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

A new Evaluation Timelines - 45 School Days report is now available. The original Evaluation Timelines Report, which looks to 60 Calendar days is also available.
Removed selection by Referral Consent date. The report will now display ALL referrals.
The ability to enter a specific date range has been added
The Evaluation Timelines - 45 School Days report which uses the new CDE timelines from date of referral, not consent date, and calculates 45 school days located in Reporting, Standard Reports, State Reports.
NOTE: The report is dependent on Administration, Configuration, Calendar Settings.
The Evaluation Timeline Report has been modified to reflect ‘Missing’ when a reason for delay has not been entered, a consent date is missing or refused.
IEP, PWN has the ability to enter delay reasons for meeting reason Eligibility Determinations on the IEP, PWN section. A Behavior Option (PWNEvaluationTimeline) has been added to enable this new feature.