Eligibility Delay Explanations and Definitions 

Eligibility Delay Explanations 

Definitions 

Excessive Student Absences 

Student was unavailable to evaluate for an extended period of time. 

Evaluator Delay 

Evaluators are not requesting or completing evaluations in a timely manner; lack of psychologists, diagnosticians, or speech and language pathologists. 

Inadequate Vision/Hearing (VH) information 

Student failed hearing or vision, or LEA was unable to obtain VH information. (NOTE: LEAs should review policies and procedures.) 

Parent Delay 

Parent delay in signing consent to evaluate or parent requested that the meeting be rescheduled multiple times.  

Teacher Delay 

Teacher did not complete necessary components of the eligibility (i.e., rating scales and progress monitoring). The teacher conducted RDR later than needed. The teacher did not schedule the eligibility meeting in a timely manner. 

Student enrolled in this LEA already overdue, and the eligibility was completed less than 3 months after enrollment. 

Student entered the LEA with an overdue eligibility or an eligibility that does not meet GA eligibility requirements, and the reevaluation eligibility was not completed before Student Record sign-off. The student was enrolled in the LEA less than 90 days before SR signoff.  

Proportionate share student for this LEA and does not have a Services Plan. 

The student is homeschooled or enrolled in a non-profit private school in your LEA but not served under a Services Plan. The LEA does not currently have procedures for evaluating home schooled and/or private school students.  

Proportionate share student for this LEA and has a Services Plan. 

The student is homeschooled or enrolled in a non-profit private school in your LEA and has a Services Plan. 

Eligibility was completed on time but not reported. 

Eligibility was completed on time but not correctly reported. Student Record (SR) EVENT CODE ‘08’ or ‘15’ was completed but not reported in the prior SR or was reported with an incorrect date. 

Exit date was incorrectly reported causing the Eligibility to appear overdue at the time of the exit. 

SR EVENT DATE for EVENT CODE ‘09’ or ‘10’ was reported incorrectly. 

Eligibility was due and should have been completed prior to a revocation of consent for services (Process has been completed). 

The SR EVENT CODE ‘08’ was overdue in the prior year but cannot be completed now because there has been an EVENT CODE ‘10’ of revocation.  

Withdrawal date was incorrectly reported, causing the Eligibility to appear overdue at the time of the withdrawal. 

Student withdrew from the LEA earlier than reported in the prior year SR, causing the student to incorrectly appear to be overdue at the time of withdrawal.  

Eligibility was overdue and not completed prior to withdrawing. Student has not enrolled in another GA LEA. (Process has been completed.) 

At the time the student withdrew from the LEA, the eligibility was overdue. Student is no longer enrolled in a GA LEA. The LEA cannot complete the process. 

Student transferred to this LEA this year, and overdue eligibility was completed in prior LEA but not documented in this application. 

Student transferred to your LEA this school year and the overdue eligibility had been completed but not documented in this application. 

Student was incorrectly reported in SR with enrollment but did not attend school for any day during the prior school year. (Process has been completed) 

Student was reported with a line of enrollment when he/she was not actually enrolled or attending school for any day during the prior school year. Also use this option if the GTID was claimed but the student never enrolled.  

LEA did not realize this was a SWD in time to conduct an eligibility meeting before the prior year ended. 

Student was enrolled in your LEA during the prior year, but no eligibility meeting was held before Student Record sign-off. 

Parent delayed Eligibility meetings with multiple requests to reschedule. 

The LEA has documented multiple attempts to reschedule the eligibility meeting. 

  

 

Entering the Data: Overdue Eligibility 

A screenshot of a computer  Description automatically generated 

 

Before entering responses in the application: Research the reasons that led to the eligibility being overdue and develop a plan with expected completion dates for each overdue item.  

  • The required information can be completed in multiple sessions.  
  • The application is dynamic and adjusts to the responses selected. The upload requirement depends on the delay explanation selected. 

 

 

Step 1: Select the Eligibility Delay Explanation (see Eligibility Delay Explanations above). This is the reason the eligibility was not completed on time while the student was in your LEA.  

 

Step 2: Select the current enrollment status.  

“Student in LEA.”  

Or  

“Student Withdrawn; LEA should have completed overdue Eligibility or IEP prior to withdrawal.” Steps for Withdrawn Student are further on in this document. 

 

Step 3: Enter the “Expected Eligibility Completion Date”. 

 

Stop here and select “Save” if the eligibility has not been completed. Return to this file in the application as soon as it has been completed to finish steps 4, 5, and 6. 

 

Select these options and complete the process if the eligibility is unable to be completed due to: 

  • Revocation of Consent for Services 
  • Enrollment was reported incorrectly or claimed by the LEA but never enrolled 

 

Eligibility Completed 

Step 4: If the eligibility is complete, enter the “Eligibility Completed Date”. 

  1. Enter Outcome: “Eligible, Not Eligible in Reevaluation or Not Eligible due to Revocation. (Note: If the student is no longer eligible, skip Step 4b. and 4c. Go to Step 5. 
  1. Enter IEP Services: “IEP” or “Not Served on a Services Plan” or “Services Plan”  
  1. Select all disability categories applicable for eligible students.  

 

Document Upload 

Upload the finalized eligibility report with an outcome of eligible or not eligible, or the revocation. 

 

Step 5:  

  1. Select “Choose File” and locate the completed eligibility or Revocation.  
  1. Name the file. 
  1. Select “Eligibility” or “Revocation” for Document type. 
  1. Select “Upload.” 
  1. If the wrong file has been uploaded, select the red trash can and start over with Step 5. 

 

Step 6: Select “Save” if you plan to come back to the file if an additional response is needed or select “Complete Process” if the process for this student is finished and ready for submission.  

 

Step 7: Audits will remind you of any fields that are not completed.  

 

Step 8: Continue the same process until all students are completed.