Evaluation

1. Navigation

   1. Referral/Evaluation Process > Evaluation

   2. The Report Summary page will show a blank table if there are no evaluations created, or a list of previously-created Evaluations.

      • Click the "+" symbol next to the Evaluation Summary heading. 

      • Alternately, click View/Edit to access a previously created Evaluation.

2. Initial Evaluation View/Edit

   1. Clicking the green "+" symbol will show the Initial Evaluation View/Edit page. This allows for entry of the following fields:

      • Permission Request Date

      • Parent Decision (dropdown)

        • Yes, Granted

        • No, Denied

          • For Evaluations that cannot be completed the following must happen before SPED activity can be closed:

            • The Parent Decision should be set to No;

            • The Exceptionality selected should be: Unable to complete Evaluation Process. 

        • Pending

          • Choosing this will only act as a placeholder for the Evaluation. No data will populate into the IEP until one of the first two options are chosen.

      • Decision/Start Date 

      • Eligibility Determination Date

   2.  After entering the dates and Parent Decision, click Save. The page will refresh and show the following sections:

      • Evaluation Coordinator

      • Evaluation Exceptionality

      • Evaluation Results

      • Extensions 

      • Participants 

      • Diagnosis 

3. Evaluation Coordinator 

   1. Enter data for the Evaluation Coordinator.

      • The Title dropdown offers these options:

        • Educational Diagnostician

        • Certified School Psychologist

        • Speech/Language Pathologist

        • Qualified School Social Worker

        • Audiologist

        • Educational Assessment Teacher

        • Speech and Hearing Therapist

        • Speech/Hearing/Language Specialist

        • GT Teacher (reeval only)

        • Educational Consultant

   2. The Staff Member field cannot be edited directly; click the green "+" to bring up the Staff Selection search box.

      • Enter a Staff ID, or the exact First AND Last name, and click the Search button. If this produces multiple choices, click the empty box to the left of the appropriate staff member. Click the Select button to exit and commit the data.

   3. Click the gray Save button. 

      • If you selected the wrong name, repeat #6 above to choose someone else. Once a coordinator has been entered, selected, and saved here, it can only be deleted by deleting the Evaluation and starting over.

   4. After saving, a new set of tables with "+" buttons will appear on this page.

   5. Alternately, click Delete to erase the Evaluation.

4. Evaluation Exceptionality

   1. The Evaluation Exceptionality table shows Exceptionality, Primary Exceptionality, and Exceptionality Detail. Clicking the green "+" will show the Add Exceptionality popup which offers an Exceptionality dropdown with these options:

      • Autism

      • Visual Impairment - Blindness

      • Deafness

      • Deaf-Blindness

      • Emotional Disturbance

      • Developmental Delay

      • Hard of Hearing

      • Intellectual Disability - Mild

      • Intellectual Disability - Moderate

      • Intellectual Disability - Severe

      • Other Health Impairments

      • Visual Impairment - Partially Seeing

      • No Exceptionality

      • Traumatic Brain Injury

      • Gifted

      • Speech or Language Impairments Talented

      • Unable to complete Evaluation Process

      • Specific Learning Disability

      • Multiple Disabilities

      • Orthopedic Impairment

   2. Clicking the Check if Primary box will make this the primary exceptionality.

   3. Click Save Changes, then Close.

5. Evaluation Results 

   1. The Evaluation Results table provides data for: 

      • Assessment Type

      • Assessment Completed

      • Assessment Name

      • Date Administered

      • Standard Deviation

      • Respondent

   2. Clicking the green "+" will show the Add An Assessment popup which offers dropdowns with these options:

      • Assessment Type

        • Intellectual Functioning / Cognitive Assessments

        • Adaptive Behavior Assessments

      • Assessment Name

        • This list will show if "Intellectual Functioning / Cognitive Assessments" is chosen for Assessment Type:

          • Wechsler Preschool and Primary Scale of Intelligence (WPPSI)

          • Wechsler Intelligence for Children (WISC)

          • Woodcock-Johnson Tests of Cognitive Abilities (WJ)

          • Stanford-Binet Intelligence Scale (SB)

          • Differential Abilities Scale (DAS)

          • Kaufman Assessment Battery for Children (KABC)

          • Wechsler Abbreviated Scale of Intelligence (WASI) 

          • Universal Nonverbal Intelligence Test 2 (UNIT 2) 

          • Wechsler Nonverbal Scale of Ability (WNV) 

          • Leiter International Performance Scale (Leiter) 

          • Other

        • This list will show if "Adaptive Behavior Assessments" is chosen for Assessment Type:

          • Scales of Independent Behavior - Revised (SIB) Vineland Adaptive Behavior Scales (VABS) AAMR Adaptive Behavior Scales (ABS)

          • Inventory for Client and Agency Planning (ICAP)

          • Adaptive Behavior Assessment System (ABAS)

          • Battelle Developmental Inventory (BDI)

          • Behavior Assessment System for Children (BASC)

          • Conners Comprehensive Behavior Rating Scales (Conners CBRS) Conners Early Childhood (Conners EC)

          • Other

      • Date Administered

        • Enter a date manually or by using the calendar icon. A date must be chosen in order to save this popout data.

      • Standard Deviation

        • This can be entered manually or by using the up/down arrows at the right side. The range goes from -9.99 to 9.01.

      • Click Save Changes to commit the data and exit.

6. Extensions 

Evaluation extensions have changed to meet compliance requirements. End-of-year extensions have been removed. All extensions require supporting documentation and final approval from the state. 

6. 1. The Extensions table shows Extension, Days, Extension Deadline, Status, Date Approved, and View/Edit. Clicking the green "+" will show the Add Extension popup, which offers a Reason dropdown with these options:

      • Reason 

        • LEA Transfer 

          • This extension can be used when the student has transferred before the prior LEA can complete the initial evaluation. The prior LEA must document the date of parent consent and note the evaluation was unable to be completed. The receiving LEA should still secure parental consent for the extension, upload documentation to eSER for state approval, and establish an agreed-upon extension date with the parent.

            • Steps for Completion

              1. Enter the date the parent agreed the evaluation may be completed by. The number of extension days will be computed from the evaluation start date.

              2. Upload the parent-approved extension document

        • Parent Did Not Make Child Available for Evaluation

          • If the parent did not make the child available for evaluation, three forms of documentation are required, including at least one attempt via certified mail. LEAs should continue reasonable efforts to complete the evaluation and ensure services are provided.

            • Steps for Completion

              1. Upload certified mail, call log, email, or mail documents

        • Parentally Approved-SLD

          • This extension should only be used when there is a documented indication of a specific learning disability. This extension can only be used once per evaluation, requires parental consent uploaded to eSER for state approval, and an agreed-upon extension date with the parent.

            • Steps for Completion

              1. Enter the date the parent agreed the evaluation may be completed by. The number of extension days will be computed from the evaluation start date.

              2. Upload the parent-approved extension document

        • Extension Deadline

          • This is the date the parent agreed for completion of the evaluation. 

        • Status

          • Once the extension is submitted to the state for approval, the status will show as "Pending." The status will update to "Denied" or "Approved" after review. Extensions that have been denied can be resubmitted. Once the extension is approved, an approval date will populate.

        • Extension Delete Request

          • If an extension was entered in error, the user can click the trashcan icon and request deletion. The state will review and deny or approve.

7. Participants

   1. Clicking the green "+" will show the Add Participants popup which offers these selections:

      • Adapted P.E. Teacher

      • Audiologist

      • Board Certified Behavior Analyst

      • Certified School Psychologist

      • Educational Consultant

      • Educational Diagnostician

      • Licensed Behavior Analyst

      • Neurologist

      • Occupational Therapist

      • Optometrist/Ophthalmologist

      • Orthopedist

      • Other Medical Specialist

      • Parent

      • Pediatrician

      • Physical Therapist

      • Psychiatrist

      • Qualified School Social Worker

      • School Counselor

      • School Nurse

      • Speech/Language Pathologist

      • Teacher (Current)

      • Other

   2. Once selections are made, a new field will appear next to that selection, and you can enter "How many?" of each participant to add.

   3. Click Save to commit the data and exit.

8. Diagnosis

   1. Clicking the green "+" will show the Add Diagnosis popup which offers these selections:

      • Amputation

      • Arthrogryposis

      • Asthma

      • Cancer

      • Cerebral Palsy

      • Congenital Heart Defect

      • Diabetes

      • Down Syndrome

      • Epilepsy

      • Hydrocephalus

      • Leukemia

      • Multiple Sclerosis

      • Muscular Dystrophy

      • Osteogenesis Imperfecta

      • Sickle Cell Anemia

      • Spina Bifida

      • Other Spinal Disability

      • Usher's Syndrome

      • ADD

      • ADHD

      • External Physical Force to the Brain

      • Severe Allergies

      • Narcolepsy

      • Tourette's Disorder

      • Other

      • Articulation

      • Basic Reading Skills

      • Fluency

      • Language

      • Listening Comprehension

      • Mathematics Calculations

      • Mathematics Problem Solving

      • Oral Expression

      • Reading Comprehension

      • Reading Fluency Skills

      • Voice

      • Written Expression

      • None

   2. Click Save to commit the data and exit.

1. Navigation

   1. Referral/Evaluation Process > Evaluation

   2. Click the black "+" symbol in the Add Reevaluation column to create a new Reevaluation, or click View/Edit to access a previously created Reevaluation.

   3. The first three fields are the only differences between this section and the Initial Evaluation View/Edit section. They are:

      • Permission Request/Start Date

      • Re-Evaluation Reason (dropdown)

        1. Triennial Reevaluation

        2. Significant Change in Placement Proposed

        3. New Concern

        4. Declassification

      • Unable to Complete

        1. If this is selected, a new dropdown will appear with these options:

           1. Dropped Out

           2. Parent Rescinded Permission

           3. Moved out of LEA or state

           4. Death

           5. Critical Medical Condition

           6. Other

   4. Click Save to commit the data. A new set of tables will appear on this page.

   5. At this point, follow the same walkthrough as an Initial Evaluation.

Go to the General Student Information Page for details.