EV (EVAL Report) (Indiana)

PATH: IN State Reporting > EV

This report is used to gather information related to student Special Education Evaluations.


 

EVAL Report Editor

Data Submission

The first required collection period runs from early to late May, with the second running from early to late July. If any errors or inaccuracies are found, the data may be corrected and resubmitted by the end of the collection period.

Report Logic

To report in this data collection, the following information must be true about a student evaluation:

  • It must be marked "Initial" on the evaluation editor.
  • It must bee active between the start and end dates indicated in the extract editor.
  • It must have an IN Evaluation print type, as indicated under System Administration > Special Ed > Eval Types > Print Format.
  • The School Name in the evaluation must match a Calendar selected in the extract editor.
  • Only one record is pulled for each student with an evaluation regardless of if the student has changed schools, based on the enrollment with which the conference date is associated.

Report Editor Details

The following table defines the available options on the EVAL Report editor.

Editor Fields

Description

Start Date

The earliest date from which data will be pulled for the report.

End Date

The latest date from which data will be pulled for the report.

Ad Hoc Filter Users can select an Ad Hoc Filter to further narrow report results.

Format

The format in which the report will generate. Options include Fixed Width, HTML, Comma Separated and XML. CSV should be used when submitting reports to the state.

Generate Extract / Submit to Batch Users have the option of submitting the report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process allows larger reports to generate in the background without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article.

Calendars

The calendar(s) from which data is pulled for the report. Can be set to display only the active year's calendars, or be sorted by school or by year.

Generating the Report

  1. Enter a Start Date in mmddyyyy format or by clicking the calendar icon.
  2. Enter an End Date in mmddyyyy format or by clicking the calendar icon.
  3. Indicate the Format in which the report should be generated.
  4. Select the Calendar(s) to be included in the report. Calendars can be sorted by active year, by school or by year.
  5. Click Generate Extract to generate the report in the indicated format.

EVAL Report - Fixed Width

EVAL Report - HTML

 

EVAL Report - CSV, State Format

EVAL Report Layout

Element Name

Description

Type, Format and Length

Campus Database

Campus Application

School Number

State assigned school ID

Numeric, 4 digits

School.number

System Administration > Resources > School > State School Number

Student Test Number

Official student test number (State ID)

Numeric, 9 digits

Person.stateID

Census > People > Demographics > Person Identifiers > State ID

Grade Level

Grade level of student

Numeric, 2 digits

Enrollment.grade

Student Information > General > Enrollments > Grade

Corporation Number of Legal Settlement

State assigned corporation number for corporation of legal settlement. If blank, reports as district number of student enrollment.

Numeric, 4 digits

EnrollmentIN.corporation

Student Information > General > Enrollments > State Reporting Fields > Corporation Number

Initiation Date/
Referral Timeline

The date used to consider the evaluation timeline.

Reports the Consent Date. If the Consent Date is blank, the Date of Evaluation reports.

Date field, 10 digits

MM/DD/YYYY

Evaluation.consentDate

OR

SEPlan.evalDate

Student Information > Special Education > Documents > Evaluation > Consent Date

OR

Student Information > Special Ed > General > Documents > Indiana Evaluation > Evaluation Header > Eval Date

Circumstances Relevant to Timeline

The circumstances relevant to the evaluation timeline. See options in the Circumstances Relevant to Timeline Options table following.

Numeric, 1 digit

Evaluation.circumstances RelevantToTimeline

Student Information > Special Ed > Documents > Evaluation > Circumstances Relevant to Timeline

Case Conference

The date the case conference meeting occurred to determine eligibility for this student.

Date field, 10 digits

MM/DD/YYYY

Evaluation.caseConference

Student Information > Special Ed > Documents > Evaluation > Eligibility Determination Editor > Case Conference

Student Eligibility

Indicates student eligibility for special education services. Valid options include:

  1. Yes
  2. No
  3. Not Applicable, student did not have a case conf.

Numeric, 1 digit

Evaluation.studentEligibility

Student Information > Special Ed > Documents > Evaluation > Eligibility Determination Editor > Student Eligibility

Services Beginning for First Steps transition students

The date on which special education services began for the student transitioning from first steps.

If Circumstances Relevant to Timeline is 3 on the most recent locked Evaluation, the report process considers all locked IEPs active within the report date range and reports the Plan Start Date from the earliest locked IEP.

Otherwise, this field reports blank.

Date field, 10 digits

MM/DD/YYYY

Plan.startDate

Student Information > Special Ed > General > Documents > IN Sped Plan > IN SPED Data Plan Editor > Start Date

 

 

Timeline Compliance


The reason that the evaluation deadline was missed. See options in the Timeline Compliance Options table.

The Timeline Compliance reports from the most recent locked Evaluation captured by the date range from the extract editor criteria.

Numeric, 2 digit

Evaluation.delayReason

Student Information > Special Ed > Documents > Evaluation > Timeline Compliance

 First Name 

HTML Only

The student's first name.

Alphanumeric Identity.firstName Census > People > Identity > First Name
 Last Name 

HTML Only

The student's last name.

Alphanumeric Identity.lastName Census > People > Identity > Last Name

Circumstances Relevant to Timeline Options

Code

Description

1

20 inst. days exped. due to Resp. to Intervention

2

20 inst. days exped. due to disciplinary action

3

preparation for timely transfer from First Steps

4

All other, 50 instructional day timeline

Timeline Compliance Options

Code

Description

0

Not applicable, deadline not missed

1

Parents refused consent

2

Parents missed agreed appointments

3

Student trans. to another school district

5

Parent revoked consent for testing

7

Timeline missed, but First Steps transfer with summer birth date did not require extended school year

8

Parent refused to bring student in for evaluation

99

Deadline missed, other reason