Special ed evaluations, managed from referral to the initial ARD
Every evaluation shows who's working on what and its 15-45-30 deadlines in school days against your calendar. When a task is done, the right person is notified. Your IEP system keeps the record. Your tracking spreadsheet retires.
- 30-minute walkthrough, no student data needed
- Works alongside your existing IEP system
- Evaluation workflow on autopilot
- Automatic 15-45-30 calculations
- Works with your IEP system
- Live in Texas districts
- Founder-led
- Limited founding cohort now open
Compliance deadlines are being met, but only because your team is absorbing the work
The evaluation work keeps growing. The teams doing it stay the same size. Timelines still get met, because the people on those teams absorb the difference.
Most of the week goes to the time around the evaluations. Work stalls because nobody can see who's working on what, and someone has to assemble a status picture by hand before anyone can read it.
That is the gap EvalCamp fills. Your IEP system keeps the documents and the dates. EvalCamp runs the work around them, from referral to the initial ARD. It shows who's working on what, what's done, which forms came back, and what each campus can see.
See how it fits your districtTexas special education teams trust and love us
“We are loving the program.”
From demo to up and running
A Texas district went from its first demo to a 20-person team working in EvalCamp in 16 days. We load your open evaluations for you, so there is no migration project.
One session to train the whole team
A single 45-minute group training gets your entire special education team started. After that, the tasks, notifications, and 15-45-30 deadlines run on their own.
Six things your team does by hand today
Your team is doing more evaluations than ever, with the same staff. The tracking should not be the bottleneck.
“We tried to use our IEP platform for tracking evaluations. It's not built for this. We went back to Google Sheets.”
See the spreadsheet’s replacement in 30 minutes. No student data needed.
Book a walkthroughYour evaluation workflow, on autopilot
From referral to the initial ARD, every task, email, notification, and deadline happens on its own.
Everything between referral and the initial ARD, in one place
Most teams run this on a spreadsheet beside the IEP system. EvalCamp puts the owner, the status, the deadlines, the forms, and the reporting on one screen, and your IEP system keeps the record.
Who's working on what, and when it's due
Every evaluation, task, and due date on one screen, updating itself. When a task is done, the right person is notified.
Deadlines in school days
15-45-30 against your calendar, with the June 30 rule, the absence extension, and the summer ARD rule built in.
Forms and paper packets
BASC-3, consent, developmental history, and parent input by email or on paper, tracked to return, resent in a click.
Done means notified
Mark a task done and the right person gets the email. No “I finished my part” messages to write.
Reporting Summary
Overdue, due in seven days, needs assignment, campus risk, and pending forms, filtered to any campus.
REEDs open on their own
45 school days before the triennial, from the prior report date.
Every referral starts the clock
Log a referral from a parent, a campus, the ARD committee, or ECI, and the 15-school-day clock starts on your calendar.
Roles for every seat
District admin, campus admin, team member, and read-only contractor access, at no extra cost.
Microsoft and Google sign-in
Sign in with your district account. IT approves once.
The result: more evaluations done on time, with the team you already have.
We set it up. Your team just starts
No migration project, and very little for your team to do.
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1
Send us your tracker
We load your open evaluations, staff, campuses, and calendar.
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2
One 45-minute training
A single group session for your team. Campus staff can enter referrals too, if you want them to.
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Your spreadsheet retires
Every new referral runs through EvalCamp, and your IEP system keeps the record.
IT only needs to approve your DPA and a one-click admin consent
Built for Texas districts of every size
Three evaluators or two hundred, the same 15-45-30 clocks apply. EvalCamp fits the team you have and the campuses you cover.
Three evaluators, forty evaluations a year, and no bench.
- Who’s working on what and when it’s due, for every evaluation
- 15-45-30 deadlines in school days against your calendar
- Forms and paper packets tracked, the right person notified when a task is done
Free pilot before you buy, onboarding done by us.
More campuses than one spreadsheet can hold.
- Every evaluator’s caseload across every campus they serve
- Reporting from the district down to any campus or one evaluator
- Referral intake the way your district runs it
- Contract evaluators get scoped, read-only access
Onboarding done by us, planned around your campuses and teams.
Two hundred evaluators, seventy campuses, and a queue that leaves with each departure.
- Reporting that follows your structure, by area, feeder pattern, or evaluation team
- Rollout in waves, every campus verified against its old tracker
- A dedicated contact through the rollout and a 60-day review from your own data
No-fee rollout period under a signed order form, no-cost exit at its end.
Stop chasing the same forms twice
Your evaluators spend hours a week sending form requests: copying links, rewriting emails, tracking who replied, following up.
- Pick a form, pick a parent or teacher, send.
- Sending on paper? Mark the packet sent and track it the same way.
- See sent and returned at a glance, with the full history.
- One-click resend, no rewriting.
See the whole district, or one campus, or one person's caseload
Before anyone asks, you already know what is overdue, what is due in the next seven days, which campuses carry the most risk, and which forms are still out. No status report to assemble by hand.
- Overdue compliance and a compliance watchlist.
- Evaluations that still need an assignee.
- Filter by campus, or by who an evaluation is assigned to.
Ask for a walkthrough seeded with your own campuses.
Book a walkthroughYour IEP system holds the record. EvalCamp runs the work
The notice, the consent, the FIE, and the timeline flags live in your IEP system, and they should. EvalCamp runs the work around them from referral to the initial ARD: who's working on what across your diagnostician, LSSP, SLP, and OT, what's done, which forms came back, and what each campus can see. Nothing to migrate. Your IEP system stays exactly as it is.
- Frontline
- eSPED
- SameGoal
- PowerSchool
- Embrace
- Empower
It even keeps the part of the spreadsheets your team loves, the hyperlinked student folders, with Student Links on every evaluation.
Your student data stays yours
Your district's data privacy agreement is signed before any real data is entered.
Hosted in the US. We'll show you exactly how we protect your data. Ask us anything.
FERPA school-official basis
We perform a service your district would otherwise do in-house.
Encrypted in transit and at rest
Every connection is encrypted, the database is encrypted at rest, and your data is hosted in the United States.
Role-based access, Microsoft and Google sign-in
People see only what their role allows, and sign in with Microsoft Entra ID or Google Workspace.
Send-only mailbox permission
EvalCamp can send from your email address and can never read your mail.
Your district owns its data
We never sell or share student data. On termination, we return or delete it as your DPA requires and certify deletion in writing.
Built in Texas, shaped by Texas special education teams
I'm Robert, co-founder of EvalCamp. I come from a family of educators, grew up in Texas public schools, and have spent my career building software for institutions.
EvalCamp started at home. My wife is a diagnostician who has worked in different school districts, and every one of them had the same evaluation workflow pain points. I've seen up close what special education asks of the people who do it, so we decided to do something to help.
My co-founder, Denys Chaikovskyi, designs and builds EvalCamp alongside me. Originally from Ukraine, Denys has spent over 15 years building software. He's drawn to complex problems, especially in fields that good software has passed over, and he cares about making technology feel simple. Special education fits on both counts. Its workflows and compliance rules are complex, and most teams still track them in spreadsheets.
We built EvalCamp for the evaluators, coordinators, and directors who make sure every student is evaluated on time, and we've shaped it with help from several Texas districts. We're based in Texas, and our goal is to give overworked SPED teams their time back.
Tell us how your evaluations run today, and we'll show you what EvalCamp automates.
One flat annual price for your whole district
Set by total enrollment. Every user, every campus, unlimited evaluations. No per-seat fees, no per-evaluation billing, no surprises.
One tracker and one team. We load it for you, and you start with a free pilot.
Several campuses, one evaluation office. Every campus tracker loaded for you, and a free pilot before you buy.
A rollout planned around your campuses and evaluation teams, with every tracker imported for you.
A district-wide rollout in waves with an implementation package. No fee during the rollout period, and a no-cost exit at its end. How it works
- Every user, every campus, including contract evaluators, at no extra cost.
- Unlimited evaluations. No metering, no overages, no counting.
- One number, budgeted once a year. Annual invoicing, net 30, subject to appropriation. Every plan sits under the $100,000 competitive-bid threshold.
- Your data privacy agreement first. The Texas TX-NDPA or your district's own DPA, signed before any student data is entered.
The first districts to partner with us get 20% off the standard rate for three years, in exchange for a written case study, a reference on request, and regular feedback. Every invoice shows the standard rate and your Founding District credit.
Texas pays districts $1,000 per completed initial evaluation (HB 2, TEC §48.159). Co-ops and shared service arrangements are priced on combined member enrollment.
On its way
We'll email your plan within one business day. Want to see the product first?
Book a 30-minute walkthroughCommon questions
Doesn't our IEP system already do this?+
Your IEP system holds the record: the notice, the consent, the FIE, and the timeline flags. EvalCamp runs the work around them: who's working on what across your diagnostician, LSSP, SLP, and OT, what's done, which forms came back, and what each campus can see. That is the part most teams still run in a spreadsheet, and that is the part EvalCamp replaces.
Do we have to replace Frontline / eSPED / PowerSchool?+
No. Your IEP system holds the record and stays exactly as it is. EvalCamp runs the work from referral to the initial ARD meeting, where eligibility is determined and the first IEP is written, and it replaces the spreadsheet you keep next to your IEP system. Keep what works.
How is student data protected?+
We sign your district's Data Privacy Agreement before any real data is entered, act as a FERPA school official, encrypt data in transit, host in the US, and never sell or share student data. Your district owns its data, and on termination we return or delete it as your DPA requires. Read our security approach.
What about breaks, absences, and recalculating deadlines?+
Set your academic calendar once. EvalCamp counts school days against it, applies the June 30 rule and the 3-or-more-days-absent extension, and handles the initial ARD summer rule. Update a date and every affected deadline recalculates, with no spreadsheet surgery.
Will this help our RDA standing and SPP 11 (Timely Initial Evaluation / Child Find)?+
EvalCamp keeps every Texas timeline visible and current, and the Reporting Summary shows what is overdue and what is due in the next seven days, so your team can stay ahead of the initial-evaluation indicator your district is held to. EvalCamp does not file SPP 11 reports; your state reporting process stays as it is.
Can contract evaluators use it?+
Yes. Contract evaluators get the contractor role: read-only, scoped access to the evaluations they are part of, at no extra cost.
Does EvalCamp handle 504s?+
EvalCamp is built for special education evaluations: initial evaluations and reevaluations, from referral to the initial ARD meeting. It doesn't manage 504 plans. Your 504 system keeps doing that.
What does it cost, and can we try it first?+
One flat annual price for the whole district, set by total enrollment, with every user, every campus, and unlimited evaluations included. Small and Mid districts can start with a free pilot. Get your district's plan, or book a 30-minute walkthrough.
What does onboarding actually involve?+
Send us your current tracker. We load your open evaluations, staff, campuses, and calendar. Your team joins one 45-minute group training, and campus staff can log referrals directly if you choose.
Do you use AI on our student data?+
Not today. If we add assistive features later they will be off by default, per-district opt-in, and covered by your DPA.
Can we sign in with Microsoft or Google?+
Yes. EvalCamp supports Microsoft Entra ID and Google Workspace single sign-on, and evaluators can send forms and notices from their own Microsoft 365 or Google Workspace address.
What happens at the end of the pilot?+
Nothing renews automatically. If you continue, it is one annual purchase order, and Founding Districts keep the Founding District rate for three years.
How is this different from our IEP platform's evaluation module?+
Your IEP system is the system of record. The notice, the consent, the FIE, and the timeline flags live there, and they should. EvalCamp runs the work between the people doing the evaluation: who's working on what, whether the teacher forms came back, what the campus can see, and who gets notified when a task is done. That is why every district keeps a spreadsheet next to it. EvalCamp replaces the spreadsheet. Your IEP system stays exactly as it is. The fastest way to see the difference is a 30-minute walkthrough.
Didn't see your question? Ask us
A founder replies by email within one business day.
Your question is with the founders. Expect a reply by email within one business day.
Book a walkthrough, or ask for your district's plan
Thirty minutes with the people who built it, seeded with your own campuses.
Not ready for a call? Ask us a question
Founding cohort seats are limited: 20% off the standard rate for three years, in exchange for a case study and a reference.