Evaluation Planning

Part C (Birth-Age 3)

+ Evaluation Prior Written Notices

The button to the left will direct you to the DPAL for initial evaluations. Scroll down the DPAL doc to access all of the available evaluation DPALs.

Timelines

After a referral comes in, the following activities need to be completed within 45 days of the date the district received the referral:

the screening (if applicable)
initial evaluation
initial assessments (of the child and family)
the initial IFSP meeting for the child and family

Part C SpEd Timelines Poster - Master Copy

Evaluation Planning

Evaluation Planning Guide

The Guide offers evaluation teams specific assessment tools that will provide sufficient data to address eligibility criteria for various disability categories.

It also provides guidance on the evaluation planning process.

Specific topics that are covered in the guide include:

Licensure requirements for SpEd teachers
School nurse involvement in evaluations
OT/PT involvement in evaluations (OT/PT evaluation flowchart)
Key differences between initial and re-evaluations
Assistive Technology (AT) consideration vs. formal AT evaluation

Master Evaluation Planning Guide

Who's licensed in your district?

Click your district to view your licensure grid.

Note: A teacher with an Early Childhood Special Education license is licensed for all areas of disability for children who are ages birth to age 7 and not yet enrolled in Kindergarten.

45-Calendar-Day Evaluation Timeline Calendars

Click on the link: 45 Day Calendar (Part C), to determine when a special education evaluation is due based on the date the district receives the referral.

*Note: If the 45-day calendar timeline falls on a weekend or legal holiday, the evaluation, assessment, and initial IFSP meeting need to be completed before the weekend or legal holiday due date!

Dashboard: 30-School Day Evaluation Timeline District Calendars

Choosing the Correct Prior Written Notice

For initial evaluation AND assessment, use the Early Intervention Prior Written Notice (PWN): Evaluation and Assessment
For initial assessment, use the Early Intervention Prior Written Notice (PWN): Initial Assessment

Evaluation PWN Contents

For general information about PWNs, refer to the Prior Written Notices page.

1. Actions Proposed or Refused

Noncompliant Example:

"Initial Evaluation for Part C services"

Compliant Example:

"The District proposes to conduct an initial evaluation of XXX. The evaluation will measure XXX's cognitive (thinking) development, physical development, including vision and hearing, communication development, social-emotional development and adaptive development. The specific evaluation tools and procedures are described for you in the table below.

If the evaluation shows that XXX is eligible for early intervention services, the District also proposes to assess XXX in each area of development. The specific assessment activities are described below.

The district also asks you to participate in a family-directed assessment to learn more about the concerns, priorities and resources of your family related to enhancing your child's development."

2. Explanation (Why)

Noncompliant Example:

"The District is required to conduct an evaluation and assessment when a child is referred to Part C."

Compliant Example:

"The District is proposing an initial evaluation because XXX was screened on DATE and XXX's score was below the cutoff, indicating possible developmental concerns. The District will evaluate XXX to determine eligibility for early intervention services. If XXX is eligible for early intervention, the assessment will identify your child's unique strengths and needs and the early intervention services appropriate to meet those needs.

"The family-directed assessment helps to ensure that your Individual Family Service Plan includes and addresses the concerns, priorities and resources of your family."

Initial Referral Requirements and Recommendations by Age

The drop downs below outline requirements and recommendations when considering Part C and Part B evaluation and transition requirements based on the child's age at the date of referral.

2 years 3 months-2 years 6 months

Requirements (meets minimal due process requirements):

- Evaluations and services must meet Part C timeline and due process requirements
- Notices must meet Part C requirements

Recommendations (based on age):

- The team may choose to address transition at this time.
- The team may choose to simultaneously complete a Part B evaluation at this time as part of the transition planning process:
  - Part B timeline and notice requirements must be followed (in addition to the Part C due process requirements) and a meeting to develop an IEP must be held within 30 calendar days of a determination of Part B eligibility
  - The IEP: may not be implemented until the child turns 3 and the annual IEP review date is one year from the initial IEP meeting date
  - The IFSP: remains in effect until the child’s third birthday

2 years 6 months-2 years 9 months

Requirements (meets minimal due process requirements):

Evaluations and services must meet Part C timeline and due process requirements.
Notices must meet Part C requirements.
The initial IFSP must include transition steps and services and a determination of whether the child is potentially eligible under Part B.

Recommendations (based on age):

The team may choose to simultaneously complete a Part B evaluation at this time as part of the transition planning process:
- Part B timeline and notice requirements must be followed (in addition to the Part C due process requirements) and a meeting to develop an IEP must be held within 30 calendar days of a determination of Part B eligibility.
- The IEP: may not be implemented until the child turns 3 and the annual IEP review date is one year from the initial IEP meeting date
- The IFSP: remains in effect until the child’s third birthday

2 years 9 months-2 years 10 months and 15 days

Both Part C and Part B evaluation requirements must be met
Part C evaluations will require a Part C Prior Written Notice (PWN), meeting Part C requirements and the results of the evaluation must be summarized in the child's IFSP
The Part B evaluation will require a Part B PWN, meeting Part B requirements and must be documented in an evaluation report meeting Part B requirements
The initial IFSP must include transition steps and services and a determination of whether the child is potentially eligible under Part B. If the child is considered potentially eligible under Part B the transition conference may be combined with the initial IFSP team meeting.
The simultaneous Part C and B evaluation (including the IFSP meeting, if eligible) must be completed within 45 calendar days from the date of the referral
If eligible, a meeting to develop the IEP must be held within 30 days of the Part B eligibility determination. However, the resulting IEP will not be implemented until the child turns three

2 years 10 months and 15 days-3 years

Proceed with only a Part B evaluation and eligibility determination compliant with Part B timelines and due process requirements.
The child continues to fall within Part C protections, those protections still apply until the child turns three. One of those protections is that the referral date starts the timeline for the completion of an evaluation. Because the child is afforded Part C protections at the time of referral, the referral date continues to be the start date for evaluation timelines.
The Part B evaluation must be completed within a reasonable time, not to exceed 30 school days after the date of the initial referral unless there is a documented exception to the timeline requirements.

You can also refer to this document when considering Part C and Part B evaluation and transition requirements.

PART C AND PART B REQUIRMENTS UPON INIITIAL REFERRAL OF INFANTS AND TODDLERS UNDER THE AGE OF THREE final (2).pdf

✋ Frequently Asked Questions

If a child is age 2 years 9 months to 2 years 10 1/2 months at the date of the referral, how do we proceed?

If child is age 2 years 9 months to 2 years 10½ months, both Part C and Part B evaluation requirements must be met, though this type of simultaneous evaluation can occur at any point.

Part C evaluations will require a prior written notice (PWN) meeting Part C requirements and the results of the evaluation must be summarized in the child's IFSP.

The Part B evaluation will require a PWN meeting Part B requirements and must be documented in an evaluation report meeting Part B requirements.

The simultaneous Part C and B evaluation must be completed within 45 calendar days from the date of the referral. A meeting to develop the IEP must be held within 30 days of the Part B eligibility determination. However, the resulting IEP will not be implemented until the child turns three. Also use Part B DPAL: “Special Education Evaluation (Initial, Reevaluation, Dismissal) Including IEP Development (If child Found Eligible)” to document those requirements.

If the child is referred less than 45 days before their third birthday (age 2 years, 10 ½ months to 3 years), how do we proceed?

The team should proceed with only a Part B evaluation and eligibility determination compliant with Part B timelines and due process requirements. Although a district would not be found out of compliance if a Part C evaluation was not completed in less than 45 days, the child continues to fall within Part C protections, those protections still apply until the child turns three. One of those protections is that the referral date starts the timeline for the completion of an evaluation. Because the child is afforded Part C protections at the time of referral, the referral date continues to be the start date for evaluation timelines.

Therefore, the Part B evaluation must be completed within a reasonable time, not to exceed 30 school days after the date of the initial referral unless there is a documented exception to the timeline requirements. Use Part B DPAL: “Special Education Evaluation (Initial, Reevaluation, Dismissal) Including IEP Development (If child Found Eligible)” to document those requirements. Do not use Part C DPAL.

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