Initial Evaluation – Child Find Timelines


SPP/APR Indicator 11


Percentage of students who were evaluated within 60 days of receiving parental consent for evaluation.


Rows highlighted in gray are auto populated and are not available for data entry. Report all initial parental consents for evaluation for ALL students, including those students transitioning from Babies Can’t Wait, in the Initial Eligibility-Child Find Timelines.                            

  • LEAs that use GO-IEP will be able to import several fields into their Timeline data. 
  • LEAs that do not use GO-IEP will need to enter their data manually.
  • The Timelines Report inside GO-IEP shows all students in your LEA for whom the LEA had an initial consent for evaluation received date entered on the Timelines page of GO-IEP dated between July 1 and June 30 of the school year for which the Timelines are being reported. A drop-down menu is available to view prior school year reports if they were submitted through GO-IEP. 


NOTE: 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. 



Screenshot of the Initial Evaluations landing page with data entry fields


1a. Parental Consents Received: Enter the total # of parental consent to evaluate received on or prior to June 30 of the current reporting period. Include consents for students reported in a prior year as not yet completed and not yet due (1b students from the previous year). The data element will auto-calculate for Georgia Online (GO-IEP) systems in the Timelines Summary in GO-IEP. 


  • In addition to consents received and completed, include consents:
    • Received but not completed.
    • Reported in a prior year as not yet completed and not yet due.
  • Excluded Consents (only from Indicator 11)         
    • Any consents received that could not be completed due to student withdrawal from the LEA prior to the completion of the evaluation.
      • Note: If the student was a BCW referral, the transition from BCW will be included in Indicator 12 calculations for the number of students referred by BCW.
    • Consents received where the parent indicated No, never returns the consent (after multiple documented attempts to obtain it), or later withdrew consent for evaluation.


1b. Evaluations Not Due and Not Completed. # from 1a not completed and not yet due per the state established timeline as of submission. List each below. This is being collected for informational purposes only. These students will need to be tracked by the LEA and reported in next year’s timeline report. 


Screenshot of Indicator 11: List Students from 1b



Students reported on this line will not be included in your timeline percentages for this year’s collection. Track these students locally and report the completion date of evaluations in next year’s collection due July 31st.


Enter the total number of Parent Consents to Evaluate (PCE) received during the reporting period for which all parts of the evaluation have not yet been completed, and the 60-day due date is after July 31st. These evaluations are not yet due. These students will be included in the table towards the bottom of the page titled ‘Indicator 11: List Students from ‘1b’. These students should continue to be tracked locally and reported in Indicator 11 as completed the following year.


Screenshot of Adding Students from 1b







Screenshot of required information in Indicator 11: List Students from 1b


List each student’s name, GTID (Georgia Test Identifier), date of Consent to Evaluate and 60-day due date. The data elements for ‘List students from 1B’ will auto populate for GO-IEP systems in the Timelines Summary in GO-IEP and will load into the SE Applications Timelines Summary. Systems that do not use GO-IEP will need to enter the data as indicated above. Once completed, the student(s) will appear at the bottom of the landing page.


Screenshot of Completed Table Indicator 11: List Students from1b


1c Evaluations Overdue and Not Completed. # from 1a not yet completed and past due per the state-established timeline as of submission and did not meet the State timeline. Students reported on this line are considered late and will be reported late in this year’s collection.


Enter the total number of PCE received during the reporting period for which all parts of the evaluation have not yet been completed, but the 60-day due date was before July 31st. These are already late by the time of report submission. These students are considered late and will be reported late in this collection. 


If there are Exceptions for students included in line 1c (late but not yet completed), the exceptions for students should be included in the table titled ‘Exceptions for late from line 1c and line 4’ in the column titled ‘Exceptions for Evaluations Overdue and Not Completed (Line 1C)’ by the allowable exceptions as shown below.


If none of the Evaluations Overdue and Not Completed have an exception, do not include it on this chart.


Screenshot of Exceptions from 1c and 4


Students who are included on 1c for whom there are no Exceptions are included in two places. Each student is entered into the section titled “Indicator 11: Initial Evaluations Reported Late from row 9” and entered on Line 11: Student by range of days late for “Total # counted as Late”. 


Screenshot for Adding Students



Screenshot for Entering GTID

 



Screenshot of Adding a Student and the Reason for Delay



Add each student’s GTID and validate. Then the student’s personal information will appear. Enter the date of consent to evaluate and the 60-day due date. 


  • If the evaluation has not been completed, keep the selection (Evaluation not yet Completed). The date of completion of evaluation will be left blank if it is not completed.


  • If the evaluation has been completed, deselect the checkmark. Then select the reason for delay from a drop-down menu. 


The students will then appear in the section of the landing page titled “Indicator 11:Initial Evaluations Reported Late from row 9”. It will include the date of consent to evaluate, the 60 day due date, and the reason for the delay.  


Screenshot of Indicator 11: Initial Evaluations Reported Late from row 9


The total for Reasons Late entered will auto-populate in the table as shown below. 


Screenshot of Reasons Late “Total Number Counted as Late” table


Students listed from row 1c with no exceptions will be automatically included in Line 11 in the field- Not Yet Completed with No Exceptions.  

Completion of these evaluations will be reported through Correction of Individual Noncompliance (Prong 1) and Systemic Compliance (Prong 2) in SE Applications in the Timelines Applications. The data elements for ‘List students from row 9’ will auto populate for GO-IEP systems in the Timelines Summary in GO-IEP and will load into the SE Applications Timelines Summary. 


Systems that do not use GO-IEP will need to enter the data as indicated above.


2 Number of children whose evaluations were due within the 60-day timeline minus Exceptions. Line 1a- (line 1b and line 8). This field auto-calculates based on the total number of initial parent consents to evaluate received (1a) minus the total of 1b and the number of allowable exceptions (line 8) as defined in Georgia’ Rules and Regulations for Evaluations 160-4-7.04.


3 Evaluations Completed on Time: Enter the # of evaluations completed within the 60-day timeline. Include the completed evaluations that were in the Evaluations Not Due and Not Completed field from last year (1b from the previous year).


4 Evaluations Completed Late: Enter the total # of evaluations completed after the 60-day timeline. Include late evaluations with reasons and exceptions. (This number includes students with allowable exceptions and reasons for lateness since every late evaluation must have an exception or reason reported.)


If there are Exceptions for students included in line 4 (completed late), the exceptions for students should be included in the table titled ‘Exceptions for late from line 1c and line 4’ in the column titled ‘Exceptions for Evaluations Completed Late (Line 4)’. Refer to the section on exceptions later in this document.


Screenshot of Exceptions for Evaluations Completed Late (Line 4)


Students who are included on 4 for whom there are no Exceptions are included in two places. Each student is entered into the section titled “Indicator 11: Initial Evaluations Reported Late from row 9” and entered in Line 11: Students by range of days late for “Total # counted as Late”. LEAs must report the delay reason and show the number of days late.


Screenshot for Adding Students



Screenshot for Entering GTID



Screenshot of Adding a Student and the Reason for Delay



Add each student’s GTID and validate. Then the student’s personal information will appear. Enter the date of consent to evaluate and the 60-day due date. Enter the date of completion of evaluation and select the reason for delay from a drop-down menu. 


The students will then appear in the section of the landing page titled “Indicator 11:Initial Evaluations Reported Late from row 9”. It will include the date of consent to evaluate, the 60 day due date, and the reason for the delay.  



Screenshot of Indicator 11: Initial Evaluations Reported Late from row 9 table



The total for Reasons Late entered will auto-populate in the table as shown below. 


Screenshot of Reasons Late “Total Number Counted as Late” table


Rows 5-10 are calculated automatically in the Timelines Application. These rows are summarized for informational purposes.


5 Total # Completed on Time: Auto-calculated (repeat of line 3 showing total count of the evaluations completed on time).


6 % Completed on Time: Auto-Calculated percentage of the number of evaluations completed on time (percentage of time excludes the number of evaluations with exceptions reported.)


7a Total Evaluations Completed Late with NO Exceptions: Auto-Calculated (Line 4 minus total exceptions for evaluations completed late.) Total number of evaluations late (line 4) minus Initial line 4 Exceptions.


7b All Evaluations not completed in the 60-day Timeline  Auto-Calculated total of evaluations that are completed late and late but not completed (Line 1c + line 4). This includes those late with exceptions.


8 Total Number of Exceptions (Exceptions 1, 2, 3): Includes BOTH in process evaluations that are overdue (line 1c) and evaluations completed late (line 4): Auto-calculated total number of evaluations late with allowable exceptions for being late as listed in the Exceptions Section of the Timeline Summary. Exceptions 1, 2, and 3 are applicable to the Initial Eligibility- Child Find Timelines.


9 Total # Counted as Late: Total Late without Exceptions.  List each below. (Late evaluations without allowable exceptions will have to be submitted with reasons for lateness in the table below). The range of days late on line 11 should match Line 9.

  • Auto calculated total of late evaluation without exceptions. 
  • Includes both completed late and those that are not yet completed and overdue. Line 9 totals line 1c and line 4 minus line 8. 
  • Audit errors will be received if numbers entered in any of these fields are incorrect. 
  • The total number of evaluations counted as late as reported in the table titled “Reason Late for Total Number Counted as Late” will auto populate. A reason for lateness must be reported for each student in this section of the Timeline Summary. 
  • Each student must also be listed on the table titled ‘List Students from Line 9’. The reasons for Lateness will be entered in the table (along with each student counted as late) titled ‘Indicator 11: Initial Evaluations Reported Late from row 9’ section of the Timelines Summary.


Reasons for Lateness that can be selected in the table:

  • Student delays (i.e., excessive absences)
  • Parent delays (i.e., canceling meetings, not providing relevant information in a timely manner)
  • Teacher/Evaluator delays
  • System errors (i.e., no tracking system in place, errors in tracking, error in policy or procedures)
  • Other (Explanation required)


10 % Counted as Late: Late without exceptions. The percentage counted as late is auto-calculated.


11 Students by range of days Late for Total # counted as late: For each student reported as “Counted as Late” in line 9, one of the following day ranges must be reported for the number of days beyond the sixty-day timeline* (DO NOT report # of days late for exceptions, only reasons):

  • 1-10 days
  • 11-30 days
  • 31-60 days
  • Over 60 days
  • Not Yet Completed with No Exceptions (auto-calculates)


Reminders:

  • Total for line 11 must match 9!
  • The range of days late will only need to be reported for the evaluations completed late and indicated in line 4. The total evaluations not yet completed and overdue (line 1c) without exceptions will auto calculate and be included in the total for line 11.
  • The total number of evaluations entered for 1-10 days, 11-30 days, 31-60 days, and Over 60 days should match line 7a Total Evaluations Completed Late with NO Exceptions. 


(1-10 days + 11-30 days + 31-60 days + Over 60 days= Line 7a)


Exceptions for Child Find


Allowable exceptions are defined in Georgia’s Rules and Regulations for Evaluations 160-4-7.04 EVALUATIONS found in the Rule Section. For each exception reported in Total Number of Exceptions (Row 8) of Initial Evaluations- Child Find, a corresponding reason for the exception must be provided. The calculated total of exceptions in the Exceptions Section must match the number reported in Row 9 for Indicator 11.


Screenshot of Exceptions tables

 



Rows highlighted in light grey are auto populated and are not available for data entry or not applicable to a specific collection.


  • Exception 1: Parent repeatedly fails or refuses to produce the child for evaluation.


  • Exception 2: Extenuating circumstances causing a lack of LEA access to the student for an extended time or unusual evaluation needs due to circumstances beyond the LEA’s control. Extended time would typically mean greater than 15 school days. Examples of this might include absence due to a prolonged student illness or a significant accident. An unusual evaluation need might include a student with a severe communication barrier due to multiple sensory and/or physical difficulties or rare primary language/dialect requiring a highly specialized evaluator for which an evaluator cannot be readily located and/or scheduled in time. Lack of current vision or hearing screening should not be reported as an extenuating circumstance.


  • Exception 3: Student enrolled from another LEA in GA after the 60-day time-frame was in process and prior to the original LEA completion of the evaluation and the parents have agreed to a different timeline.



Reasons Late for “Total Counted as Late”


Reasons for lateness are not excusals (exceptions) and represent findings of non-compliance. Rows highlighted in gray are auto populated and are not available for data entry. 


Initial Evaluation-Child Find


For each referral reported in Total Number Counted as Late (Row 9) of Initial Evaluation- Child Find a corresponding reason for the lateness must be provided. The calculated total must match the number reported in Row 9.


Screenshot of the Evaluations with Reasons