Evaluation Timelines Profile

The Evaluation Timelines are designed to help schools manage and monitor compliance with Child Find requirements under the Individuals with Disabilities Education Act (IDEA), specifically related to APR Indicator 11. This structured workflow assists in tracking referral details, obtaining parental consent, adhering to evaluation timelines, and documenting reasons for any delays. This ensures transparency and compliance with federally mandated timelines.

The APR 11 Timeline refers to the specific timeframe requirements for Indicator 11, which tracks the timely completion of initial evaluations for students referred for special education services.

What is Indicator 11

Indicator 11 measures the percentage of children who are evaluated within specific timeframes: within 50 instructional days of receiving parental consent, within 20 instructional days if the student has participated in Response to Intervention (RtI), or when an expedited evaluation is required by disciplinary procedures outlined in 511 Indiana Administrative Code (IAC).

Timeline requirement for Indicator 11

Referral Received: A request for evaluation is made (by parents, teachers, and others as applicable).
Parental Consent: The school obtains written consent from the parent to begin the evaluation.
Evaluation Period: The school conducts the evaluation and determines eligibility.
Eligibility Determination: Once the evaluation is completed, the IEP team determines whether the student qualifies for services.

School Information

The following table shows details of all the fields that are needed to build a Student Profile.

Field Name	Description	Data Flow	Source
School	It displays the name of the school managing the referral process, ensuring that the information is tied to the appropriate institution.	In	Find the school name using the Name or ID of the School through the Look-up feature of SpED.

Referral Information

Field Name

Description

Data Flow

Source

Date of Referral

The date the referral for special education evaluation was initiated is the starting point for the timeline calculations.

Out

Picked from the date picker.

Referral Reason

Indicates the reason for the referral. Helps track the context or cause of the referral.

Note: If you select the option ‘First Step,’ the workflow has some additional fields to fill under the heading Part C (First Steps) to B Transition.

Out

Picked from the given drop-down.

(none)
First Steps
Initial Evaluation
Initial Expedited Evaluation
Move-in
Reevaluation

Referral Source Type

Specifies who initiated the referral. Allows schools to analyze referral trends and sources.

Out

Picked from the given drop-down.

Other
Parent or Guardian
Public Agency

Field Name

Description

Data Flow

Source

Consent Received Date

The date when the school received written consent from the parent or guardian to proceed with the evaluation.

This is a critical date as it triggers the timeline for the 50-day evaluation window.

Out

Picked from the date picker.

Parent Consent Response

Indicates whether the parent provided consent, refused, or delayed the process.

Out

Picked from the given drop-down.

(none)
Granted
No Response
Refused

Evaluation

Overview

Description

Data Flow

Source

Eligibility Determination Due Date

The date by which the school must complete the evaluation and determine the student's eligibility for services is typically set at 50 days from the consent date or 20 instructional days when the student has participated in RtI or when an expedited evaluation is required.

In

NA

Initial Case Conference Date

The date of the first meeting (case conference) with parents, school staff, and evaluators is scheduled.

This marks a key milestone in discussing the evaluation results and determining next steps.

Out

Picked from the date picker.

Initial Case Conference Outcome

This field summarizes the outcome of the case conference.

Out

Picked from the given drop-down.

Eligible
Eligible, Parent Refuses
Not Eligible

APR 11

Overview

Description

Data Flow

Source

Calendar Days from Consent to Evaluation

Automatically calculates the number of days between receiving parental consent and completing the evaluation process. This helps assess compliance with the IDEA-mandated timeline.

In

Calculated in the backend.

Reason For Delay

Specifies the reason for any delay in completing the evaluation. This ensures accountability and prevents non-compliance penalties for delays outside the school’s control.

Out

Picked from the given drop-down.

Additional evaluations were needed
Administrative Request
CST or related services personnel were not available
Delay in receipt of consent
Delay in receipt of consent to implement the initial IEP
IEP Revision
Illness of a Child or Family Member
Incomplete residency/enrollment information
Mediation or due process hearing was requested
Missed appointments by the child or parent
Parent Request
Parental Refusal to Provide Consent
Possible Placement Change
Specialized evaluations were needed
Transferred into the district after consent for the initial evaluation but before evaluation was completed

Part C (First Steps) to B Transition

Third Birth Date

Overview	Description	Data Flow	Source
Date the child will turn 3 years old	NA	In	Calculated on the basis of the date of birth of the Student

Transition Date from Part C (First Steps) to Part B

Overview	Description	Data Flow	Source
Initial IEP Date	NA	Out	Picked from the date picker.
Total Number of Calendar Days Before the Child Turns 3	NA	In	NA
IEP Delay Reason	NA	Out	NA
Child Referred to Part C Less than 90 Days before 3rd Birthday	The checkbox is auto-selected or not selected based on a pre-condition. The checkbox is not selected - If the Referred to Part C is more than 45 days but less than 90 days, Part C isn't evaluating. The checkbox is selected - If the Referred to Part C is more than 45 days but less than 90 days, Part C is evaluating.	In	NA
Date of Initial Service	NA	Out	Picked from the date picker.