U - Initial Evaluation and Eligibility Timelines File 2024-2025
Introduction
This file captures information on all currently enrolled students referred for an initial evaluation to determine if a student is eligible for special education. This includes all students referred regardless of their eligibility determination and all related timelines associated with the referral and eligibility processes.
The Initial Evaluation and Eligibility Timelines File includes one record for each Special Education Timeline record occurring during the current school year. If multiple evaluations exist in the current school year, there should be two records to reflect the two evaluations.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis of report results when the report does not return the correct records.
Special Education Timeline Selection
The report selects program enrollment records from the [S_WA_STU_SpEd_Timeline_C] table that occurred during the current school year, based on the following criteria:
The Initial Referral Date must be on or before the last day of the current school year.
The Initial Referral Date must be on or after the first day of the current school year.
The student must have a school enrollment within the current school year.
The student must not be excluded from State Reporting.
The student must not be excluded from CEDARS reporting.
Report Input
For help with report navigation and generation, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one of the following:
The All Schools option is only available when running the report from the District Office. |
Current Selection Students | Indicate which students to include in the report by selecting one of the following options:
If you are running the report for a single student, or a group of students, select the students before running the report. |
School Year | Choose the year for which to run the report. |
Scheduling | Select Schedule to run the report on a specific date and time. Default is Run Now. |
Report Output
Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.
Item | Data Element | Description | [Table]FieldName | Reqd | Field Type | Length |
|---|---|---|---|---|---|---|
U01 | School Year | The four-digit year in which the school year ends. | [Terms]LastDay | Yes | Char | 4 |
U02 | Serving County District Code | The county district code for the district providing service to the student. Use leading zeroes where necessary. | [Prefs]Value [Prefs]Name=districtnumber | Yes | Char | 5 |
U03 | District Student ID | The locally assigned student identifier. | [Students]Student_Number | Yes | VarChar | 50 |
U04 | State Student ID (SSID) | The identifier assigned to each WA public school student by OSPI. Rule: This field is not required if the student has not yet been assigned an SSID. | [Students]State_StudentNumber | Con | Char | 10 |
U05 | Date of Initial Referral | The date the district received a referral for evaluation to special education. For students transitioning from Part C to Part B, the date of referral would be the date the district was notified by Part C that the student is potentially eligible for Part B. | [S_WA_STU_SpEd_Timeline_C]initialReferralDate | Yes | Date | 10 |
U06 | Date District Received Consent | The date the district receives consent from the parent or guardian to proceed with initial evaluation for eligibility of special education services. | [S_WA_STU_SpEd_Timeline_C]consentDate | Yes | Date | 10 |
U07 | Date of Initial Evaluation/Eligibility Determination | The date the evaluation team has completed the initial evaluation and determined if the student is eligible to receive special education services. | [S_WA_STU_SpEd_Timeline_C]eligibilityDate | Yes | Date | 10 |
U08 | Number of School Days to Complete Initial Evaluation/Eligibility | The number of school days from when the district received parent consent (Element U06 – Date District Received Consent) to when the Initial Evaluation/Eligibility was completed When a value of 0 exists in the database, the extract will show 0 in the instead of reporting a value of 1. | [S_WA_STU_SpEd_Timeline_C]numSchInitEligibility | Yes | Int | N/A |
U09 | Reason for Late Initial Evaluation/Eligibility | The reason the initial evaluation/eligibility was not completed within the 35 school day timeline (if applicable). | [S_WA_STU_SpEd_Timeline_C]delayReason | Con | Int | N/A |
U10 | Outcome of Initial Evaluation/Eligibility | The outcome determined by the evaluation team as to whether the student is found eligible for special education services. | [S_WA_STU_SpEd_Timeline_C]Eligible | Yes | Int | N/A |
U11 | Date of Initial IEP Meeting | The meeting date when the Initial IEP was completed. Rule: U11 is required if a determination is made that a student is eligible for special education (Element U10 – Outcome of Initial Evaluation/Eligibility is 1). • If Element U10 is equal to 1, but the parent refused to provide consent for the initial provision of special education and related services to the student, U11 should identify the date of the district’s decision to not develop an IEP. U11 must be null if a determination is made that a student is not eligible for special education services (Element U10 – Outcome of Initial Evaluation/Eligibility is 2). | [S_WA_STU_SpEd_Timeline_C]IEPDate | Con | Date | 10 |
U12 | Reason for IEP Developed After Third Birthday | The reason the initial IEP was not completed on or before the student’s third birthday (if applicable). Note: Defaults to a value of 12 for all students not having the 'Part C to Part B student' box checked. | [S_WA_STU_SpEd_Timeline_C]ReasonforLateTransitionFromPartC | Con | Int | N/A |
U13 | Interpreter Services Requested for Initial IEP Meeting | Indicates if a student’s family requested and was provided interpreter services for the Initial IEP Meeting reported in Element U11 – Date of Initial IEP Meeting. Rule: If the date specified for the U11 field is within the selected school year, then this field must not be blank. | [S_WA_STU_SpEd_Timeline_C]InitialIEPInterpreter | Con | VarChar | 2 |