Georgia Online IEP

Within your local calendar, you will see a red dot on the 30th day before the last day of the school year for teachers. This identifies the end or STOP DATE of the period during which the summer days off will be counted as part of the 60-day timeline. Beginning on the day after this “red” day, if an Initial Consent to Evaluate is received, the 60-day countdown will pause on the teachers last day and will restart on the teachers first day of the following year.  

Day 1 is the day the consent is received unless the received date is between the last day of the school year for teachers and the first day of school for teachers the next year OR if received over a school break of 5 or more consecutive days off. In these situations, day 1 will be the first day of school for students after the break.

GO-IEP is set up based on Georgia Rule 160-4-7-.04 Evaluations and Reevaluations (excerpt shown below). The full rule can be found at http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Special-Education-Services/Documents/160-4-7-.04_Eval_and_Reeval_3-31-10.pdf.

Accessing the Timeline Report

• The Timelines Report in GO-IEP is only available for system admins to view and edit 

1. Select “System Admin” from the drop-down menu next to your name. 

2. Select "Timelines Report" from the list. Selecting that link generates a list of all students for whom your district had an initial evaluation created in GO-IEP, as well as all students who were identified as Babies Can’t Wait (BCW) transitioning students with a third birthday dated between July 1 and June 30 of the school year for which Timelines are being reported. A drop-down menu is available to view prior school year reports, if they were submitted. (NOTE: An eligibility entered in GO-IEP as a mock eligibility will NOT pull into this Timelines Report. If your district has completed initial evaluations outside of GO-IEP, you should not use the GO-IEP Timelines Report as your only source of information for submitting the data in the portal.)

The list will include the following columns:

• GTID
• Name
• Case Manager
• School
• Consent to Eval Received Date – This is the date your district received the Parent Consent to Evaluate.
• Initial Eval Date – This is the date the initial evaluation was reported to be completed.
• Initial Evaluation Completion Due Date – This is the due date for Indicator 11 using the 60-day rule and adding holidays and summer days when appropriate based on your local calendar.
• Initial Eligibility Date – This is the date of the initial eligibility meeting.
• Is Eligibility Finalized? – This column will let you know (YES/NO) whether that eligibility has been finalized.
• Is Eligible? – This column will let you know (YES/NO) whether the student was determined to be eligible.
• Initial Days Late – This field will be null for any student who was NOT LATE. If the student was late, this column will show the number of calendar days between the due date and the eligibility date.
• Is BCW? – This column will let you know (YES) whether the student was a BCW referral.  If so, the student will be counted for BOTH Indicator 11 and 12. If the student is not a BCW referral (NO), the field will be null.
• IEP Meeting Date – This will show the IEP date for BCW students only.  If the student is not a BCW referral, the field will be null.
• BCW Due Date – This will show the 3rd birth date for a BCW student. (NOTE: If a student is NOT a BCW, the initial IEP due date is within 30 CALENDAR days of the initial eligibility. However, the IEP date is not considered for Indicator 11. For Indicator 12, the IEP due date is the student’s 3rd birth date. The date on which the services begin under that IEP is not considered.
• Is IEP Finalized? – This column will let you know (YES/NO) whether the IEP for a BCW student has been finalized. You cannot sign off on this report until all IEPs for BCW eligible students which were completed during this time frame have been finalized.
• BCW Days Late – This field will be null for any student who was NOT LATE. If the BCW student was late, this column will show the number of calendar days between due date (3rd birth date) and the IEP date. An IEP is counted as complete and “implemented” on the Timelines Report if the IEP was finalized, regardless of when the services will begin.
• Late Explanation (11) – This field will identify the reason or exception causing the lateness for Indicator 11. The reason must be selected by a system admin in GO-IEP.
• Late Explanation (12) – This field will identify the reason or exception causing the lateness for Indicator 12. The reason must be selected by a system admin in GO-IEP.

3. A draft version of this report can be run at any time during the school year to monitor timeliness for your district. It will print as a report identical to the report in the dashboard using this blue button:

4. On the screen, throughout the year, as students have eligibility reports or IEPs completed late for either Indicator 11 or 12, system admins will see a count of students who need an explanation regarding the delay. For this system, 19 students were late and require explanations and the system admin has only entered the explanation for the delay for two of those 19. 

5. For both Indicator 11 and Indicator 12, the Delay Explanation button will show if the due date is in the past, even if the evaluation and/or transition has not yet been completed. 

6. To enter the explanation for the lateness, system admins should select the Delay Explanation button for that student. The button showing in green indicates that the explanation has already been selected but is still editable. The button showing in red indicates that the explanation still needs to be selected. Use the Delay Explanation button to enter the explanation for lateness for each student so that the Total Explanations Late matches the Total Explanations Completed. Once completed, the Delay Explanation button will turn green. 

7. Selecting the Delay Explanation button will open a pop-up. The student’s name will show on the screen. The box for Initial Eligibility Late or BCW Late will be prechecked appropriately and is not editable. A student could be late for both indicator 11 and 12.

• Select the radio button for either Exception or Reason for the appropriate Indicator(s).
• The drop-down menu will be populated with the appropriate reasons or exceptions for that Indicator.

Code Key for Timelines Report late explanation (11) Column U) & Late Explanation (12) (Column V)

8. Specific scenario examples are provided in a GO-IEP Training module for GO-IEP Reports for Admins available in the GO-IEP Resource Library.

9. If there are any evaluations that have a due date on or prior to the July 31 due date, the “Delay Explanation” button will open, allowing you to enter the Explanation for any evaluations not yet completed but are late. 

• Wait until after June 30th. (June 30th is the key date for both consents received and BCW transition due dates- third birthday).
• Make sure any Red Delay Explanation buttons have been completed. 
• Make sure all evaluations that have been completed are showing and correct.
• Make sure all IEP meetings have been finalized. 

10. The Timelines Report will have a "Validate" button that will show prior to the SUBMIT button. Validation will be successful only when all evaluations due prior to July 31 have been completed OR if the evaluation has not been completed and is late, a late explanation is entered. Validation errors will also show until due dates for evaluations due prior to July 31 have been reached. 

Example of a validation error:

Validation will also not be successful until the Explanations Completed match the Explanations Completed count. 

Example of a successful validation:

11. The report should be “submitted” after validation is successful in GO. However, the SUBMIT button will not appear until July 21st (approximately 10 days before the submission due date in the Portal).

Selecting the Submit Timelines Report button merely creates a final copy of a PDF for you to view. The printed PDF will not say DRAFT after submission. LEAs should be submitted by July 31st, indicating that you have reviewed this report in GO and agree with the information in this report. 

Please submit a support ticket if there are any students for whom you feel the information is not correct.

12. IMPORTANT:  After the Timelines submitted within GO-IEP, the Special Education Director or designee should log in to the GaDOE Portal and open the Timelines Application in the SE Applications Dashboard to view the application.

The data from the Timelines Report in GO-IEP will be transferred to the Timelines Application in the GaDOE portal by selecting the Refresh data from GOIEP button in the Timelines Report on the portal application.

All information as shown in the PDF within GO-IEP will transfer into the Portal application. For LEAs that joined GO-IEP midyear and may have some Initial Evaluations and/or BCW transitions that were completed prior to joining GO-IEP in that year, the Timelines information that pulls in from GO-IEP will be editable in the Portal. This will allow you to add the additional students that need to be reported for Indicator 11 and/or 12.

13. Below is a screenshot of the Timelines Report completed in GO.