WI DPI WISEdata Ed-Fi Docs
/studentSpecialEducationProgramEligibilityAssociation (/sSEPEA)
Jaidaa Shafaei
heather.kluck
Meghana Aleti (Unlicensed)
This data collection is for Timely Initial Evaluations (Indicator 11), which requires the State to annually report on the percent of children who were evaluated within 60 days of receiving parental consent for initial evaluation. These evaluations are for children referred to determine eligibility for special education services, typically referred to their district of residence. Private schools do not report Indicator 11 data as they do not conduct these evaluations. Referrals can be made for children:
Currently enrolled in a public school
If a child is already enrolled in a public school district, they should have a WISEid and a /studentSchoolAssociation record, regardless of their special education eligibility. If the child is found eligible for special education services and the parent consents, the child will be assigned a WISEid, and a /studentSpecialEducationProgramAssociation (sSEPA) record will be created.Non-enrolled students
If the child is not enrolled* in a public school district but have been referred for evaluation to receive services from a parent or a LEA, they must be assigned a WISEid, and a /studentEducationOrganizationResponsibilityAssociation (SEORA) record must be submitted before the LEA can submit the /studentSpecialEducationProgramEligibilityAssociations (sSEPEA) record. The /SEORA can only be submitted by SIS vendors, whereas /sSEPEA can be submitted to WISEdata from either SIS and SPED vendors. Unenrolled children include those:below compulsory school age, but potentially eligible for Educational Service (PK)
parentally placed in a private school
receiving home-based education
After a parent gives consent for their child to be evaluated for special education eligibility, LEAs are required by law to perform the evaluation within 60 days. Failure to perform the evaluation within the timeframe is an instance of noncompliance, which is important for monitoring and for the SEA special education team's annual reporting. For evaluations that occur outside the timeframe, there may be allowable exceptions.
There will be children who are found eligible for special education services, children who are found not eligible for special education services, and children for whom eligibility is not determined. All are reported in Indicator 11.
Indicator 11: Timely Evaluation is expected to be current and accurate for annual data snapshot. See communication from March 28, 2024 Indicator 11: Timely Initial Evaluations - Integration into WISEdata
*students who don’t have a WISEid assigned nor an enrollment record (/studentSchoolAssociation) submitted to WISEdata Portal.
This endpoint is NOT expected from Choice schools or County Children with Disability Education Board (CCDEB) schools.
Ed-Fi Tech Docs:https://techdocs.ed-fi.org/display/EFDSDRAFT/ED-FI+WORKING+DRAFT+8+-+SPECIAL+EDUCATION+PROGRAM+ELIGIBILITY+MODEL
Prerequisite:
A student's relationship to an LEA must exist in the form of students receiving services from that LEAs and that may include general education or eligibility determination. The authorization used is either the /studentSchoolAssociation endpoint for the enrolled students or the /studentEducationOrganizationResponsibilityAssociation endpoint for unenrolled students receiving services from an LEA.
Data Properties:
# | Property Name | Data Type | Public (Required/ Optional/ Conditional) | Choice (Required/ Optional/ Conditional) | Business Definition | Data Element Page |
|---|---|---|---|---|---|---|
1.0 | educationOrganizationId* | integer | REQ'D | NOT REQ'D | Indicates the education organization where the student was evaluated for special education services. This is the School ID (The School ID is the attendance area school; the school doing the evaluation; or a selected school in the district for homeschooled, private school, and below compulsory age) NOTE: The school ID in sSPEA doesn’t have to match the School ID in sSEPEA | |
2.0 | programName* | string | REQ'D | NOT REQ'D | The formal name of the Program of instruction, training, services, or benefits available through federal, state, or local agencies. The value is: Special Education | NA |
3.0 | programTypeDescriptor* | string | REQ'D | NOT REQ'D | The type of program, which is ‘uri://dpi.wi.gov/ProgramTypeDescriptor#SPED’ | NA |
4.0 | studentUniqueId* | string | REQ'D | NOT REQ'D | The WISEid for the student who is evaluated by an LEA. This is often their resident district. Students could be enrolled or unenrolled or private schooled or homeschooled. | |
5.0 | consentToEvaluationReceivedDate* | string | REQ'D | NOT REQ'D | Indicates the date on which the Local Education Agency received written consent for the evaluation from the student's parent. The “consent received date” is the date the LEA receives consent from the parent to conduct the assessments. This date is generally documented on the IE-3 https://dpi.wi.gov/sites/default/files/imce/sped/doc/form-ie-3.doc. In cases where the LEA determines no additional assessments are needed, the “consent received date” is the date the LEA notifies the parents no additional assessments are needed. The date would be the date on the IE-2 https://dpi.wi.gov/sites/default/files/imce/sped/doc/form-ie-2.doc | |
6.0 | eligibilityEvaluationTypeDescriptor | string | REQ'D | NOT REQ'D | Indicates if this is an initial or reevaluation, which is always 'Initial' | https://dpi.wi.gov/wise/data-elements/eligibility_evaluation_type |
7.0 | eligibilityDeterminationDate | string | CONDITIONALLY REQ'D | NOT REQ'D | Indicates the month, day, and year the LEA held the admission, review, and dismissal committee meeting regarding the child's eligibility determination for special education and related services. An individualized education plan (IEP) would be developed and implemented for a child admitted into special education on this same date. The eligibilityDeterminationDate must be on or after the consentToEvaluationReceivedDate and cannot be in the future. | https://dpi.wi.gov/wise/data-elements/eligibility_determination_date |
8.0 | evaluationCompleteIndicator | boolean | REQ'D | NOT REQ'D | Indicates the evaluation completed status. Values are: 'True' or 'False' | |
9.0 | evaluationDelayReasonDescriptor | string | CONDITIONALLY REQ'D | NOT REQ'D | Refers to the justification as to why the evaluation report was completed beyond the State-established timeframe. Values are: Transfer, Child Unavailable, Initial SLD Eval If one of those excpetion does not apply, then provide evaluationLateReason. | |
10.0 | evaluationLateReason | string | CONDITIONALLY REQ'D | NOT REQ'D | Refers to additional information for delay in doing the evaluation. This is a free flow text (max length is 500). | |
11.0 | ideaIndicator | boolean | REQ'D | NOT REQ'D | Indicates whether or not the student was determined eligible and enrolled in special education and related services as a result of the evaluation report and the admission, review, and dismissal committee meeting decision. Values are: 'True' or 'False' | |
12.0 | ideaPartDescriptor | string | REQ'D | NOT REQ'D | Indicates if the evaluation is done under Part B IDEA |
Descriptors & Indicators:
Descriptor Namespace / Indicator Name | Code Value | Short Description | Long Descrption |
|---|
Descriptor Namespace / Indicator Name | Code Value | Short Description | Long Descrption |
|---|---|---|---|
uri://dpi.wi.gov/ProgramTypeDescriptor | SPED | Special Education | Special Education |
uri://dpi.wi.gov/EligibilityEvaluationTypeDescriptor | I | Initial | Initial |
uri://dpi.wi.gov/EvaluationDelayReasonDescriptor | T | Transfer | Transfer |
C | Child Unavailable | Child Unavailable | |
I | Initial SLD Eval | Initial SLD Eval | |
uri://dpi.wi.gov/IDEAPartDescriptor | B | Part B | Part B |
evaluationCompleteIndicator | ‘True' or 'False’ | N/A | N/A |
ideaIndicator | ‘True' or 'False’ | N/A | N/A |
Use Cases:
# | Use Case Title | Use Case Description | What to Submit/retrieve |
|---|
# | Use Case Title | Use Case Description | What to Submit/retrieve |
|---|---|---|---|
| When selecting the FAPE-Responsible District, it should be the school and district that will be held accountable for the student's educational outcome. This is likely the district that wrote the IEP to send the student to the CCDEB, which is also often the resident district. [Source: Uncommon Situations] | Informational Only | Verify not sending Timely Initial Evaluations for CDEBs |
1.0 | Sending a school-aged (3-21) student whose evaluation process is completed within in 60 days with no exception. | When parents provide consent for evaluation and the evaluation is completed within the 60-day timeframe, then the that LEA completed the evaluation submits /studentSpecialEducationProgramEligibilityAssociation (SSEPEA)
When the LEA receives a referral to evaluate the student and determine their eligibility for special education services, then the LEA must do the following within 15 business days:
The 60 calendar day timeline begins either:
| POST on /studentSpecialEducationProgramEligibilityAssociation |
1.1 | Sending a student who is IDEA eligible Completed within 60 days | When the evaluation is completed and the IDEA eligibility indicator is ‘True’, then the LEA completed the evaluation submits a /studentSchoolAssociation (SSA) record and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record | POST on /studentSpecialEducationProgramEligibilityAssociation: |
1.2 | Sending a student who is not IDEA eligible Completed within 60 days | When the evaluation is completed and the IDEA eligibility indicator is ‘False’, then the Resident LEA (FAPE district) submits a /studentSchoolAssociation (SSA) record and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record | POST on /studentSchoolAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation |
2.0 | Sending a school-aged student whose evaluation was completed beyond the 60-day timeline | When parents provide consent for evaluation and the evaluation was completed past the 60-day timeframe, then the LEA completed the evaluation submits /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) and provide a valid Evaluation Delay Reason to the 60-day timeframe that applied or provide at least one Late Reason.
Prereq:
| POST on /studentSpecialEducationProgramEligibilityAssociation: |
2.1 | Sending a student who is IDEA eligible Completed after 60 days | When the evaluation is completed and the IDEA eligibility indicator is ‘True’, then the LEA completed the evaluation submits a /studentSchoolAssociation (SSA) record and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record | POST on /studentSchoolAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation: |
2.2 | Sending a student who is not IDEA eligible Completed after 60 days | When the evaluation is completed and the IDEA eligibility indicator is ‘False’, then the LEA completed the evaluation submits a a /studentSchoolAssociation (SSA) record and a /studentSpecialEducationProgramEligibilityAssociation (SEPEA) record. | POST on /studentSpecialEducationProgramEligibilityAssociation: |
3.0 | Sending a school-aged student whose evaluation is completed, but is either homeschooled or enrolled with a PPP enrollment type, and not primarily enrolled at the LEA. | When parents provide consent for evaluation and the evaluation is completed for a homeschooled student, then the district where the homeschooled student resides submits a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. Prereq: In this case, a student enrollment records (SSA) doesn’t exist; therefore, the LEA needs to create a student WISEid and submit /studentEducationOrganizationResponsibilityAssociation (SEORA) in order to be authorized to post /SSEPEA.
| POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation |
3.1 | Sending a student who is IDEA eligible | When the evaluation is completed and the IDEA eligibility is True’, then the LEA completed the evaluation needs to create a student WISEid then submits a /studentEducationOrganizationResponsibilityAssociation (SEORA) record and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation: |
3.2 | Sending a student who is not IDEA eligible | When the evaluation is completed and the IDEA eligibility indicator is ‘False’, then the LEA completed the evaluation needs to create a student WISEid then submits a /studentEducationOrganizationResponsibilityAssociation (SEORA) and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation: |
4.0 | Sending a school-aged student whose evaluation is completed, but the student enrolled in a private school (not the LEA who completed the evaluation) | When parents provide consent for evaluation and the student is enrolled in a private school, then the district where the private student resides submits a /studentSpecialEducationProgramEligibilityAssociation (SEPEA) record. NOTE: if the private school that is located outside of the resident district, then the district in which the private school is located will complete the evaluation and would complete the Indicator 11 reporting. Prereq: In this case, a student enrollment records (SSA) doesn’t exist; therefore, the LEA needs to create a student WISEid and submit /studentEducationOrganizationResponsibilityAssociation (SEORA) in order to be authorized to post /SEPEA. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation |
4.1 | Sending a student who is IDEA eligible | When the evaluation is completed and the IDEA eligibility indicator is ‘True’, then the LEA completed the evaluation needs to create a student WISEid then submits a /studentEducationOrganizationResponsibilityAssociation (SEORA) record and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation: |
4.2 | Sending a student who is not IDEA eligible | When the evaluation is completed and the IDEA eligibility indicator is ‘False’, then the LEA completed the evaluation needs to create a student WISEid then submits a /studentEducationOrganizationResponsibilityAssociation (SEORA) and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation: |
5.0 | Sending a student whose evaluation was completed in an MPS school (e.g. Riverside Hi), but is enrolled in either Carmen or MCP schools (e.g. Carmen Mid/Hi Northwest Campus or Milw College Prep--Lloyd St) This use case is only for vendors who support Milwaukee Public Schools (MPS). | Carmen Schools of Science and Technology and Milwaukee College Prep (MCP) are Charter Schools authorized by Milwaukee Public Schools (MPS). For more information, visit Currently Operating Charter Schools The student’s initial evaluation is generally completed by the resident school district, which is in this case the MPS school. Therefore, the MPS school submits a /studentEducationOrganizationResponsibilityAssociation (SEORA) record and a/studentSpecialEducationProgramEligibilityAssociation (SEPEA) record. NOTE: The Carmen or the MCP school, where the student is enrolled, is responsible for submitting the school enrollment record (SSA) along with other data element to WISEdata Portal. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation |
6.0 | Sending a student below compulsory school attendance age (0-3) whose evaluation is completed for under three years of age program | Data for children below the compulsory school attendance age is not collected in WISEdata. This means SSA cannot be submitted for these students. Therefore, When parents provide consent and the evaluation is completed , then the LEA is required to create a student WISEid and submit a /studentEducationOrganizationResponsibilityAssociation (SEORA) and a /studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentEducationOrganizationResponsibilityAssociation AND POST on /studentSpecialEducationProgramEligibilityAssociation |
7.0 | Sending a student below compulsory school attendance age whose evaluation is completed by county school for under three years of age program | When a county schools evaluates the student, then it is not required to submit a /studentSpecialEducationProgramEligibilityAssociation (SEPEA) record to WISEdata. | Nothing to POST |
8.0 | Sending a school-aged student who is enrolled in an LEA that picked up an evaluation that another LEA completed for transfer students | When a student transfers from LEA A, who completed the evaluation, to another LEA B, then:
Prereq:
| LEA B POST on /studentSchoolAssociation AND LEA A POST on /studentEducationOrganizationResponsibilityAssociation and /studentSpecialEducationProgramEligibilityAssociation |
9.0 | Sending a school-aged student whose evaluation process was not completed in LEA A, then the student moved to LEA B to continue the evaluation. The student is enrolled in LEA B. |
Prereq:
| LEA B POST on /studentSchoolAssociation AND /studentSpecialEducationProgramEligibilityAssociation |
10.0 | Sending the initial SPED evaluation for a student who underwent the evaluation process in LEA A, then the student moved to LEA B, where another evaluation was conducted. | The district to which the student transfers is not obligated to use the same initial SPED evaluation results from the previous district. Additionally, parents have the option to request a new initial SPED evaluation to be conducted at the new district.
| LEA A POST on /studentSchoolAssociation OR /studentEducationOrganizationResponsibilityAssociation THEN /studentSpecialEducationProgramEligibilityAssociation AND LEA B also POST on /studentSchoolAssociation OR /studentEducationOrganizationResponsibilityAssociation THEN /studentSpecialEducationProgramEligibilityAssociation |
11.0 | Sending a school-aged student whose evaluation process was not completed, and the parent stops the evaluation (revoked consent or transferred to another LEA) |
| LEA receives parental consent for evaluation: POST on /studentSpecialEducationProgramEligibilityAssociation If the student is not enrolled in the LEA, then POST on /studentEducationOrganizationResponsibilityAssociation Parent stops the evaluation: DELETE on /studentSpecialEducationProgramEligibilityAssociation |
12.0 | Sending the initial evaluation for a student whose consent is received is in the 22-23 SY, but the eligibility is determined for the 23-24 SY | The reporting year is based on when the 60 calendar day timeline begins (July 1, YY through June 30, YY+1). It may include children for whom consent to conduct the evaluation was received during the summer months. In this case, the child would be included in the 2022-23 SY data as the consent to evaluate was received during that school year. | POST on /studentSpecialEducationProgramEligibilityAssociation If the student is not enrolled in the LEA, then POST on /studentEducationOrganizationResponsibilityAssociation |
13.0 | Sending the initial evaluation for a student whose consent is received is in the 22-23 SY, but the eligibility is not determined before Nov 2023 or Feb 2024 | Data for Indicator 11 needs to be included in the Annual Performance Report (APR) that is due on February 1 of each year. The data included in the APR is for the prior reporting year (example, Indicator 11 reported on Feb, 2023 for the 22-23 SY). Therefore, LEA must submit data to WISEdata by November 15, 2023. In this case, LEA will submit the studentSpecialEducationProgramEligibilityAssociation (SSEPEA) within 60 days of receiving parental consent for evaluation as not determined. The Eligibility Determination Date cannot be provided when the evaluation is incomplete.
| POST on /studentSpecialEducationProgramEligibilityAssociation: |
14.0 | Sending the initial evaluation for a student who is open enrolled-out in a non-resident district | The non-resident district (the attending district where the student is enrolled) completes the evaluation and submits the studentSpecialEducationProgramEligibilityAssociation (SSEPEA) record. | POST on /studentSpecialEducationProgramEligibilityAssociation |
15.0 | Sending the initial evaluation for a student whose Last Evaluation date on /SSEPA is the same as the initial evaluation | It is possible that the Last Evaluation Date on studentSpecialEducationProgramAssociation (SSEPA) is the same date as the Eligibility Determination Dated on studentSpecialEducationProgramEligibilityAssociation (SSEPEA). | POST on /studentSpecialEducationProgramEligibilityAssociation |
16.0 | Sending multiple eligibility in the same school year and same LEA | A student can have more than one initial evaluation. Any evaluation occurring after a student has been evaluated and determined not eligible, reevaluated and determined not eligible, or when the parent have revoked consent for special education services, would be considered an initial evaluation. If a student is found ineligible the first time, then the LEA may send a second evaluation. However, there can’t be an overlap in the initial evaluation process from the same LEA.
| POST on /studentSpecialEducationProgramEligibilityAssociation |
17.0 | Sending multiple eligibility in the same school year but different LEAs | A parently-placed private student can have evaluations done in two district: the resident district and the district where the private school is located. These SSEPEA records could overlap. | POST on /studentSpecialEducationProgramEligibilityAssociation |
18.0 | Deleting the eligibility records for a student |
SIS vendors should handle deleting child records before deleting the enrollment record (studentSchoolAssociation). | DELETE on /studentEducationOrganizationResponsibilityAssociation DELETE on /studentSchoolAssociation |
JSON Sample:
{
"consentToEvaluationReceivedDate": "2022-07-01",
"educationOrganizationReference": {
"educationOrganizationId": "1139"
},
"programReference": {
"educationOrganizationId": 48856,
"programName": "Special Education",
"programTypeDescriptor": "uri://dpi.wi.gov/ProgramTypeDescriptor#SPED"
},
"studentReference": {
"studentUniqueId": "4272783785"
},
"eligibilityDeterminationDate": "2022-07-01",
"eligibilityEvaluationTypeDescriptor": "uri://dpi.wi.gov/EligibilityEvaluationTypeDescriptor#I",
"evaluationCompleteIndicator": true,
"evaluationDelayReasonDescriptor": "uri://dpi.wi.gov/EvaluationDelayReasonDescriptor#I",
"evaluationLateReason": "string",
"ideaIndicator": true,
"ideaPartDescriptor": "uri://dpi.wi.gov/IDEAPartDescriptor#B"
}
Wisconsin Department of Public Instruction