Initial Evaluation Diagnostic Report
The Initial Evaluation Diagnostic Report helps identify missing or incomplete data related to the initial evaluation process for special education services. It checks fields like referral date, evaluation timelines, and eligibility decisions to support data accuracy and compliance.
Submission requirements
To be included in the report, the referral date must fall within the APR reporting period. In addition, the reason for referral must be either “1 – Initial Evaluation” or “5 – Other.” Records with a referral date in the reporting period will be included, but only those with referral reasons coded as 1 or 5 will be flagged for specific analysis.
Generate report
From the Reporting menu, choose Standard report.
Click APR/SPPs Diagnostic Reports, then click Initial Evaluation Diagnostic Report.
Enter a Start Date and End Date for the reporting duration.
Click Update Report with Values.
Report Field Description and Criteria
Data Element | Description | Data Source | Database Field Name |
|---|---|---|---|
District Name | District Name as per the student profile | LEA Profile | (District) |
School Name | The system displays the student's attending school name. | Profile: SDW Count Summary, School Name | {EnrollmentSchool} |
STN/ID | The State ID. | Profile: Demographics Part B, USI | {StateID} |
Local ID | The system displays the student's local ID number. | Profile: SDW Count Summary, Student ID | {ID:!} |
First Name | First name as mentioned in the student profile | Profile: Demographics Part B, First Name | {@CHARACTER(FirstName)} {@CHARACTER(FirstName+" "+MiddleName+" "+LastName+" ")}{@Lineage.Keyword} |
Middle Name | Middle name as mentioned in the student profile | Profile: Demographics Part B, Middle Name | {@CHARACTER(MiddleName)} |
Last Name | Last name as mentioned in the student profile | Profile: Demographics Part B, Last Name | {@CHARACTER(LastName)} |
Date of Birth | Date of birth as mentioned in the student profile | Profile: Student Info/Demo Part B, Date of Birth | {BirthDate} |
Gender | Gender as mentioned in the student profile | Profile: Demographics Part B, Gender | {Gender} |
Referral Date |
|
| (DateOfReferral) |
Referral Type |
| IFNULL(ReferralReason.Description, "Missing") | (ReferralReason) |
Referral Source Type |
| IFNULL(ReferralSourceType.Description, "Missing") | (ReferralSourceType} |
Parent Consent Date | Contains the date when LEA received consent. | IFELSE(ParConResponse = PCR1, IFNULL(Character(InitialConsentDate), "Missing"), 'Consent Not Granted'); IFNULL(Character(InitialConsentDate), "Missing") | {InitialConsentDate} |
Eligibility Due Date | IFNULL(Character(EligibilityDate), "Missing") | {EligibilityDate} | |
Initial Case Conference Date | IFELSE(InitialEvaluationDate IS EMPTY AND InitialConsentDate IS NOT EMPTY, "Missing", Character(InitialEvaluationDate)) | {InitialEvaluationDate} | |
Initial Case Conference Outcome | IFELSE((InitialEvaluationDate IS NOT EMPTY) AND EvaluationOutcome IS EMPTY, "Missing", EvaluationOutcome.Description) | ||
Initial Eligibility Days | InitialEligibilityDays | ||
Initial Eligibility Delay Reason | IF(DelayReason IS NOT EMPTY AND ((ReferralReason = 1 AND InitialEligibilityDays > 50) OR (ReferralReason = 4 AND DayDifference(DateOfReferral, InitialEvaluationDate) > 50)), DelayReason) | ||
Number of Days Late if Untimely | SELECTCASE( ReferralReason = 1: IF(InitialEligibilityDays > 50, InitialEligibilityDays - 50), ReferralReason = 4: IF(DayDifference(DateOfReferral, InitialEvaluationDate) > 50, DayDifference(DateOfReferral, InitialEvaluationDate) - 50) ) | ||
@COLOR | IF( (ReferralReason = 1 AND InitialEligibilityDays > 50) OR (ReferralReason = 4 AND DayDifference(DateOfReferral, InitialEvaluationDate) > 50), "red") |