Evaluation Caseload Tracker
A comprehensive Excel workbook for tracking your full evaluation caseload — including student info, dates, EB status, evaluation team, data collection checklist, assessment progress, and compliance steps. Auto-calculates age from DOB. Color-codes rows by due date urgency. Campus filter tabs pull live from the main sheet.
FERPA reminder: This file will contain student names, DOBs, and student numbers — all protected under FERPA. Save it only on a district-approved, secure device or network drive. Do not store in personal cloud storage (personal Google Drive, personal iCloud, Dropbox). Do not email the file to personal accounts. At year end, archive or delete per your district's records retention policy.
📋 Workbook Structure
The workbook contains multiple tabs. All student data lives on the main caseload tab — the campus tabs pull from it automatically using QUERY formulas.
2025–2026 CASELOAD (Main Tab)
Enter all student data here. Every other tab pulls from this one. This is the only tab you type in.
KEY & LEGEND
Full reference for all abbreviations, dropdown values, color coding rules, and formula notes. Read this first.
CAMPUS1 / CAMPUS2 / CAMPUS3 / CAMPUS4
Auto-filtered views of the main caseload by campus. No data entry needed — these update instantly when you add students.
HOMESCHOOL / PRIVATE
Auto-filtered views for homeschool and private school evaluations. Same live-pull structure as campus tabs.
🚀 Getting Started
🎨 Row Color Coding — Evaluation Due Date
Rows are automatically color-coded based on how close the Evaluation Due Date is. Completed rows turn dark gray regardless of due date. These colors are set by conditional formatting — do not manually change row colors.
📑 Column Guide
The 45 columns are grouped by function. Header colors in the spreadsheet group related columns visually (green = student info, blue = EB/language, lavender = referral, peach = dates, yellow = eval info, teal = data collection, orange = assessments, pink = report/compliance).
| Column(s) | What it tracks | Notes |
|---|---|---|
| LAST NAME, FIRST NAME | Student identity | Frozen columns — visible when scrolling right |
| CAMPUS | School campus | Dropdown — drives campus filter tabs. Frozen. |
| DOB | Date of birth | Enter as date; drives the AGE formula |
| AGE | Current age in years | Auto-calculated via DATEDIF — do not type here |
| GRADE | Grade level | Dropdown: EE, PK, K, 1–5 |
| STUDENT NUMBER | District/state ID number | Treat as confidential; use for TSDS cross-referencing |
| TEACHER(S) | Current classroom teacher(s) | Free text; enter all relevant teachers |
| EB | Emergent Bilingual status | Dropdown: YES / NO. Required for ELL tracking |
| PRIMARY LANGUAGE | Home/primary language | Dropdown: English, Spanish, Vietnamese, Arabic, Other |
| INTERPRETER NEEDED | Whether an interpreter is required for the ARD | Dropdown: YES / NO / N/A |
| TESTING ONLY | Whether this is a testing-only referral (no report) | Dropdown: YES / NO |
| MTSS MEETING / REED PLANNER COMPLETE | Whether the campus completed the required MTSS/REED documentation before referral | Dropdown: YES / NO / N/A |
| ORIGIN | How the referral was initiated | Dropdown: CAMPUS / PARENT |
| CONSENT SENT | Date consent documents were sent to parent | Enter as date |
| CONSENT RECEIVED | Date signed consent was returned | Enter as date; this starts the 45-day clock |
| TSDS DATE | Date consent was entered into TSDS (state system) | Must be entered promptly after consent received |
| EVALUATION DUE DATE | Deadline for completing the evaluation | Drives all color coding — keep this accurate |
| EVALUATION DATED | Date the FIE report is dated/finalized | Enter when report is complete |
| REVIEW W/ PARENT(S) | Date the evaluation was reviewed with parent prior to ARD | Required before ARD meeting |
| ARD DATE | Date of the eligibility ARD meeting | Enter when scheduled; update if changed |
| EVALUATION | Type of evaluation | Dropdown: INITIAL, RE-EVAL, SPEC. REQ., RE-EVAL TO DISMISS |
| SUSPECTED AREA(S) | Suspected eligibility area at referral | Dropdown: SLD, DYSL, DYSG, ADHD, ID, OTHER |
| EVAL. TEAM | Who is on the evaluation team | Dropdown: LSP, SPEECH, OT, PT, AdPE, Bilingual, OTHER, NONE |
| TEACHER RATING SCALES | Status of teacher behavior/rating scale completion | Dropdown: NEEDS / SENT / DONE / N/A |
| PARENT RATING SCALES | Status of parent behavior/rating scale completion | Dropdown: NEEDS / SENT / DONE / N/A |
| EDUPHORIA DATA PULLED | Academic performance data pulled from Eduphoria | Dropdown: NEEDS / DONE / N/A |
| TELPAS DATA PULLED | TELPAS language proficiency data pulled (EB students) | Dropdown: NEEDS / DONE / N/A |
| INTERVENTION DATA PULLED | RTI/MTSS/Tier 2–3 intervention records pulled | Dropdown: NEEDS / DONE / N/A |
| ATTENDANCE PULLED | Attendance records pulled | Dropdown: NEEDS / DONE / N/A |
| DISCIPLINE RECORDS PULLED | Discipline records pulled | Dropdown: NEEDS / DONE / N/A |
| GRADES PULLED | Report card / academic grades pulled | Dropdown: NEEDS / DONE / N/A |
| COG | Cognitive assessment status | Dropdown: DONE / PROCESS / TO DO / N/A |
| ACH | Achievement assessment status | Dropdown: DONE / PROCESS / TO DO / N/A |
| DYS | Dyslexia assessment status (CTOPP-2, TOC, etc.) | Dropdown: DONE / PROCESS / TO DO / N/A |
| ADHD | ADHD rating scale status (Conners-3, Vanderbilt, etc.) | Dropdown: DONE / PROCESS / TO DO / N/A |
| ADAPT | Adaptive behavior assessment status (ABAS-3, Vineland) | Dropdown: DONE / PROCESS / TO DO / N/A |
| OBSERVATIONS | Classroom observation status | Dropdown: NEEDS 2 / NEEDS 1 / COMPLETE / N/A |
| ROUGH DRAFT | FIE report draft status | Dropdown: NEEDS / INCOMPLETE / COMPLETE / N/A |
| PDI AGREEMENT | Parent/Guardian Prior Written Notice status | Dropdown: NEEDS / SENT / RECEIVED / N/A / NOT SURE YET |
| INPUT TO ESPED | Whether evaluation is entered into eSped | Dropdown: NEEDS / RUNNING LATE / DONE / N/A |
| SENT TO PARENT(S) | Whether the FIE report has been sent to parent | Dropdown: NEEDS / RUNNING LATE / DONE / N/A |
| ELIGIBILITY | Eligibility determination outcome | Dropdown: SLD, DYSLEXIA, DYSGRAPHIA, ADHD, ID, OTHER, DNQ |
| COMPLETED | Overall completion status of the evaluation | Dropdown: NEEDS / RUNNING LATE / DONE / N/A. When DONE → row turns gray. |
| NOTES | Free-text notes field | Use for anything not captured elsewhere — parent contact log, pending items, special circumstances |
🔤 Key Abbreviations
💡 Tips & Best Practices
Don't type in the AGE column
Column E auto-calculates from DOB using =DATEDIF. If you type over it, the formula breaks for that row. If it ever shows an error, re-enter the DOB date.
Use dropdowns consistently
The campus filter tabs use QUERY formulas that match exact dropdown values. Free-text entries in dropdown columns (e.g., typing "yes" instead of "YES") won't match and the student may not appear on the campus tab.
Keep Evaluation Due Date accurate
All row color coding is driven by the EVALUATION DUE DATE column. If you enter the wrong date, or forget to update it when dates change, the color indicators will mislead you.
Mark COMPLETED = DONE when finished
This turns the row dark gray and removes it from the "active" visual. At year end, consider archiving completed rows to a separate tab to keep the main sheet manageable.
CONSENT RECEIVED starts the clock
The 45-school-day evaluation window begins the day after parental consent is received. Make sure the CONSENT RECEIVED and TSDS DATE columns are filled in promptly — TSDS entry has its own deadline.
Campus tabs are read-only
The CAMPUS1–CAMPUS4, HOMESCHOOL, and PRIVATE tabs are auto-populated using QUERY formulas from the main tab. Do not type in these tabs — changes will not save and may break the formula.