Report Templates: General Operation

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Starting a New Evaluation Report

Before Starting a New Report

In most cases, the case manager is the individual who starts the evaluation template, and this occurs soon after the case manager receives parent consent for the evaluation. However, if the case manager delays and other members of the team are eager to write up their results, one of these individuals may move forward and start a new template. Verify that another member of the evaluation team has not already started a new evaluation template because, in that situation, creating a new blank template would erase any work they've completed. An inspection of the date on the evaluation report should be all that is needed.
For re-evaluations, always check the SpEd Forms 'History' section to verify that the previous evaluation report has been finalized before starting a new evaluation template. If someone forgot to finalize the previous report and you created a new template over it, the previous report would be lost.

Steps for Starting a New Report

Open the 'Evaluation Report' menu and click the 'New Evaluation Template' button.
Select the template for the student's primary suspected disability category. Because evaluation reports must be individualized based on a student's suspected educational needs and because you may be determining eligibility for more than one category, it's likely that you will still need to add tests and/or criteria to the "standard" template (see below). But, you can minimize this workload by selecting the disability category template that will necessitate the fewest additions.

Removing Report Sections

In the "Other Options Considered" section of your evaluation plan PWN, indicate any areas of functioning where the team is not planning to collect data.

Then, when completing the evaluation report, delete those identified sections so the finalized report will only contain sections in which evaluation data has been entered.

For example, during an OHD evaluation in which no Sensory Status information will be collected:

In the evaluation plan PWN, explain that no data will be collected in the area of Sensory Status.
In the evaluation report, click the 'Delete' button next to the Sensory Status section.
Click 'Save' and the order of the evaluation report will automatically update.

Adding Assessments or Disability Criteria

Because evaluation reports must be individualized based on a student's suspected educational needs, more often than not, we need to modify the "standard" templates that are built around each disability category. The 'Local Tests' and 'Local Criteria' menus are how we accomplish this.

Local Tests: If you need to insert an additional interview, observation, norm-referenced test, etc., click the 'Local Tests' button and find the assessment template you plan to insert into the report.
Local Criteria: If the evaluation team suspects eligibility for multiple categories (e.g., both EBD and OHD), use the 'Local Criteria' menu to insert criteria for the additional eligibility category.

Using the 'Find & Replace' Tool

The evaluation report templates are written with 'Find and replace' in mind, and using it will save you plenty of time.

To use 'Find and replace':

Click the magnifying glass icon.
Type what you want to look for and what you want to replace it with
Click 'Replace All'

✋ Frequently Asked Questions

What do I do if I have already finalized an evaluation summary report (ESR), but I need to make a change (i.e., the parent provided additional information or there was a request to amend content)?

If a team needs to make a change to an already finalized ESR, the steps outlined below should be followed:

Un-finalize the ESR
Update the content as appropriate, including a "Revised on MM/DD/YYYY" heading
Highlight the entire change in yellow
Re-finalize and maintain the original date the evaluation was completed and sent to parents
Send the revised ESR home to parents for review.

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