How-To Audit Data Quality for Indicator 11 (Timely Initial Evaluation) Data
Overview
This page tells you how to review Indicator 11: Timely Initial Evaluation (TIE) data. You will need to prepare your Indicator 11 data for the December Student Snapshot.
If a student is referred for a special education evaluation and starts the Timely Initial Evaluation (TIE) process, a record of this evaluation needs to be reported to WISEdata. You can view this data under the Special Education tab of the enrollment record.
The student must have a WISEid reported from your primary vendor. WISEdata Portal cannot upload data without a WISEid.
NOTE: The intended audience for this tutorial is public schools. Public schools provide initial evaluations for public and private students. Also, only public schools can access WISEdash for Districts. Choice schools do not report special education services or have access to WISEdash.
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Use your Special Education vendor tool to report your Indicator 11 record/s to WISEdata, if you use one.
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Use your primary vendor to report Indicator 11 records if you do not use a Special Education vendor.
Click the links below to navigate to different sections of this page:
- SpEd Initial Evaluation Details Record in WISEdata Portal
- Inicator 11 Data Elements
- SEORA (Responsibility) Record in WISEdata Portal
- Not Eligible for Special Education Services
- Eligible for Special Education Services
- Impact of Indicator 11 data
- Impact of SSEPA Records on School Report Cards
- WISEdata Exports for Indicator 11
- Reviewing Validations Messages for Indicator 11
- Reviewing SpEd Year-End in WISEdash for Districts
- Dynamic Crosstabs
- How to Fix Year-End SpEd Data
- Getting Help
SPED Initial Evaluation Details Record in WISEdata Portal
The SPED Initial Evaluation Details record can be found on the Student Detail screen, under the Programs tab, in the Special Education section.
Indicator 11 Data Elements
When reporting this record, the first data elements you will need to report are:
Once your evaluation is done, then report the following:
- Evaluation Complete Indicator
- Eligibility Determination Date
- IDEA Indicator
- If it applies, you may also need to report:
A complete list of Indicator 11 data elements can be found by visiting the Data Elements landing page, selecting 'Special Education' from the Collections filter, and clicking 'Apply.'
They are all also listed on the Indicator 11 data element landing page.
SEORA (Responsibility) Record in WISEdata Portal
Please read the SEORA (Responsibility) record data element page for a detailed explanation of the SEORA and SSEPEA records (NOTE: a SSEPEA record is different from a SSEPA record). The information below is an overview.
All student data sent to DPI must connect to a student record. The SEORA (a responsibility record) is an alternative record to the enrollment record. If you are evaluating an unenrolled student, they will need a SEORA record.
All student records require a WISEid assigned to the student:
- If the student is enrolled in your school, the enrollment record holds the WISEid.
- If the student is not enrolled in your school, the SEORA record holds the WISEid.
A public school performing an initial special education evaluation needs to report a SEORA (responsibility) record for unenrolled students who are:
- below compulsory age
- parentally placed in a private school
- receiving home-based education
The SEORA (responsibility) record shows that your school/district is responsible for the student’s evaluation. Your primary vendor tool must send this record. It will display in WISEdata under the Enrollments tab.
When reporting SEORA (responsibility) record, you will need to report:
- The student’s WISEid
- Education Organization ID: This is the School ID. This field indicates the school/district where staff evaluated the student for special education services.
- Responsibility Descriptor: set to SpEd Initial Evaluation
- Begin Date: the month, day, and year of the start date of a school/district’s responsibility for a student. This could be the date for the start of the school year, the date when the school received Consent to Evaluate, or the date when the school/district received the referral. If multiple dates exist, the most reasonable date to use is the Consent to Evaluate Received Date.
- End Date: the month, day, and year of the end date of a school/district’s responsibility for a student. This date will be set based on whether or not the student qualified to receive special education services when the evaluation was completed, and whether this school/district will be providing those services, should the student qualify for special education.
- SSEPEA Record: Once the student’s evaluation is complete, then WISEdata expects a Student Special Education Program Eligibility Association (SSEPEA) record. A SSEPEA record would be expected whether a student qualifies services or not, and whether they receive services or not. SSEPEA records can be found in the WISEdata Portal Special Education section of the student detail, under the SPED Initial Evaluation Details tab.
Not Eligible for Special Education Services
The initial evaluation record is called the Student Special Education Program Eligibility Association (SSEPEA) record.
If you find an evaluated student not eligible for special education services, WISEdata does not expect additional reporting beyond the SSEPEA.
Eligible for Special Education Services
If a student is evaluated and found eligible for special education services, WISEdata expects to see:
- the student special education program association (SSEPA) record
- the student’s individual education plan (IEP)
- a student’s enrollment record
- If the student did not attend your school/district prior to the evaluation.
- If the student already attended your school/district, continue their existing enrollment record.
NOTE: When creating any kind of new student record, be sure to include start dates.
Impact of Indicator 11: Child Find
Under the Individuals with Disabilities Education Act (IDEA), WI DPI is required to ensure that local educational agencies (LEAs) conduct timely initial evaluations to determine eligibility for special education services.
Indicator 11 measures the percentage of children who were evaluated within the required timeline following receipt of parental consent. This indicator reflects a critical compliance requirement under Part B of the IDEA, and under its general supervision system.
WI DPI reviews compliance with Indicator 11: Child Find as part of its cyclical monitoring activities to improve educational outcomes and ensure that procedural safeguards are upheld.
In addition, Indicator 11 data is used to make annual determinations of LEAs under federal law. Federal law includes specific monitoring activities for LEAs that are determined not to meet requirements. Ensuring timely evaluations is essential for providing a free appropriate public education and for maintaining the integrity of the Child Find process.
Impact of Enrollment Records and sSEPA Records for Special Education Students
Make sure that sSEPA special Ed record end dates match your enrollment exit dates. This is very, very important because if the sSEPA record is ended before the enrollment, the year end completion status will not show that student as Special Ed.
They will be designated as a student without disabilities if that sSEPA record is ended prior to the enrollment record. To get accurate special education reporting, it's very important to make sure that the sSEPA record end date and the enrollment record end date match.
It's extremely important when you're looking at special Ed graduates, but it is important across the board for all year end categories. Error 7161 will throw in a scenario like this: sSEPA ends before enrollment end date. Not repairing this error will result in a student not being reported as a special ed graduate. Make sure that those sSEPA record end dates and enrollment record end dates match at year end so that you don't run into the problem of having students not designated as SpEd at the end of the year.
WISEdata Exports for Indicator 11
To locate WISEdata Portal exports for Indicator 11 data:
- Login to WISEdata Portal via WISEhome
- Select the Agency tab
- Select Exports
- Select the desired school year
- Set the Collection filter to Special Education
- Locate the Special Education Initial Evaluation – Indicator 11 export
- Click download
Reviewing Validation Messages in WISEdata Portal
If your district is not reporting any Initial Evaluations in WISEdata, you will receive Warning 7183: No SPED Initial Evals from District.
If it is correct that not even one SPED initial evaluation occurred in your school/district, then acknowledge this Warning. Acknowledging the warning fulfills the U.S. Department of Education reporting requirements under Section 618 of the IDEA (Individuals with Disabilities Education Act) [34 C.F.R. § 300.301].
Reviewing SpEd Year-End in WISEdash for Districts
To locate the Indicator 11 data in WISEdash for Districts:
- Log in to WISEdash for Districts via WISEhome
- Click the dashboards icon
- Click Snapshots from the Dashboards Menu
- Select SpEd Year-End
The WISEdash for Districts: Snapshot Dashboards About the Data webpage provides a general overview of the content you see on all snapshot dashboards. These dashboards are unique from most other WISEdash dashboards. All snapshot dashboards (except Attendance) feature Dynamic Crosstabs for the current year and previous year snapshot data, as well as Data Quality Indicators.
Dynamic Crosstabs
As you continue to scroll down the dashboard, you will see the Dynamic Crosstabs for Current Year data (green) and Snapshot Certified data (purple).
- The green crosstab is the current data view. It displays live data captured so far in the current school year. You can still fix the data viewed on the green crosstabs. This is why it is VERY important to review your data regularly. Once WISEdata captures the current year’s data on the snapshot date, it is unchangeable.
- Tip: Current is close to the word currency, which is money, and money is green.
- The purple crosstab is the previous year’s snapshot view. It displays how the data looked when WISEdata captured it on the last snapshot. Data on the purple crosstabs is certified, meaning it is unchangeable. Use the purple crosstabs to see how this year’s data compares to last year’s data.
- Tip: purple and previous both start with ‘p.’ You can also associate “lavender” and “last year’s data,” both starting with an ‘l.’
The SPED Indicator 11 crosstab lists:
- the total number of students reported as evaluated in your district and
- how many of those students met the 60-day determination window.
There are many filter options under the Available Data (left side of the dashboard).
Remember, each number on this table represents a student. You should click every student (i.e., every number) on this dynamic crosstab. As you view each student, check to make sure they are correctly categorized based on the chosen filter/s.
How to Fix SpEd Year-End Data
If you notice students on the WISEdash SpEd Year-End Snapshot Dashboard who have incorrect data (e.g., wrong grade, gender, race, etc), you can double check by viewing their WISEdata Portal enrollment and/or SSEPA records.
- Log into WISEdata Portal via WISEhome
- Agency menu, Student Search screen
- Select the desired school year
- Type in the student’s last name/first name or WISEid
- Click Search (blue button)
- From the table that appears below the filters panel, select the student by clicking the Details link on the far right. This will open the Student’s Profile screen as another tab in your browser.
- Open the student’s Enrollment and Special Education tabs.
In the Enrollment tab, look for the SEORA (Responsibility) record. If the student did not attend your district before they started receiving SPED services, then their enrollment record should display a SEORA record.
In the Special Education tab, review the Initial Eval and sSEPA records for accuracy. If you see something in WISEdata that does not match your SIS, you have to correct the data in your SIS. Then, resync the data using the Queue Import and (Manual) Validation tool in WISEdata Portal, or you can wait for the nightly upload.
Once WISEdata receives and validates you data, the system will push your data to WISEdash during the next nightly sync. The general rule is: what you see in WISEdata today is in WISEdash tomorrow.
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