EMIS Data Mapping - SunGard K-12 Education Data Mapping.pdf · IEPPLUS uploads data into the...
Transcript of EMIS Data Mapping - SunGard K-12 Education Data Mapping.pdf · IEPPLUS uploads data into the...
Ohio EMIS
SunGard K-12 Education Copyright
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Ohio EMIS Field Mapping Documentation
IEPPLUS
Ohio EMIS
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TABLE OF CONTENTS
FIELD MAPPING ......................................................................................................................................................................................................................... 3
IEPPLUS SCREEN EXAMPLES ................................................................................................................................................................................................................... 9 ESCHOOLPLUS SCREENS ...................................................................................................................................................................................................................... 12 RULES ............................................................................................................................................................................................................................................. 12 MASTER CODE SHEET .......................................................................................................................................................................................................................... 12
Date Type Element ................................................................................................................................................................................................................. 12 Secondary Planning Element ................................................................................................................................................................................................ 19 Related Services Program Codes ........................................................................................................................................................................................ 20 Assessment Codes ................................................................................................................................................................................................................. 21 Required Test Type Element ................................................................................................................................................................................................. 21
PRINTING EMIS ERROR AND DATA CHECK REPORTS .................................................................................................................................................................................. 21 EMIS Reporting from Advanced Reporting ................................................................................................................................................................................ 21 EMIS Reporting from Run a Report Menu .................................................................................................................................................................................. 22
EMIS UPLOAD WIZARD - IEPPLUS TO ESCHOOLPLUS ................................................................................................................................................................ 23
EMIS REVISION HISTORY ...................................................................................................................................................................................................................... 26
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FIELD MAPPING
OHIO Data Collection Tool for Students with Suspected/Identified Disabilities
2012-2013 School Year - Use for Events from June 1, 2012 through May 31, 2013
IEPPLUS uploads data into the SunGard eSchoolPLUS application for EMIS reporting. The grid below outlines each state reporting data element and where the data is stored in IEPPLUS. EMIS Alternate Codes are stored in Maintenance, Manage Code Tables. **** Refer to ODE’s EMIS State documentation for the latest EMIS manual as this is just a reference guide.
A. Date Type Codes: Activity (GE100)
Event Date from PR-XX form (GE 110)
Outcome (GE 120) Begin
Date (GE 140)
End Date (GE 150)
Compliance
IEPPLUS Requirements
1. PSTC (Preschool Transition -transition from Help Me Grow). - Transition from Part C to Part B ONLY
Referral Date
N/A
N/A
Outcome/Extension
N/A
Referral,(Referral Code Table) EMIS Code =
PSTC
2. RFRL (Referral for Evaluation - after the child is suspected of having a disability)
Referral Date
N/A N/A Referral, (Referral Code Table) EMIS
Code = RFRL
3. CNST (Parent Consent for Evaluation -on or after referral date)
Referral Consent Date
CNGR CNRF CNNR CNDP, CNGI, CNGO
Referral Results (see Outcomes)
Referral, (Referral Code Table) EMIS Code = RFRL and
Consent to Test Date field in Referral record
is populated OR Referral Result
(Outcome) is populated
4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent)
Meeting Date
ETNE ETDP
Meeting Extension,
EMIS Code
Meeting Type, EMIS Code = IETR and Meeting Result
(Outcome) EMIS Code Or
Disability Category: ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16
5. IIEP (Initial IEP - 30 days from Meeting IENS IEPR IEDP Placement Start Date
Placement start date,
Meeting Extension,
Meeting Type, EMIS Code = IIEP And a
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ETR Completion; by third birthday if PSTC)
Date on meeting date
adding 1 year, minus 1 day
EMIS Code
valid Meeting Result (Outcome) EMIS Code
LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72
Testing Requirements: Reports EMIS Alt Code of Test Type that is =
to Meeting Date
6. AIEP (Amended IEP) Meeting Date
Reports AIEP Meetings only if there is a change to the prior IIEP or RIEP LRE, Test Type or OGT consequences. Non reportable AIEP meetings will be listed on the EMIS Upload Summary report found in the Run A Report menu for reference purposes.
AIEP Meeting Date
Reports the end date of the prior EMIS reportable IIEP or RIEP record
N/A
Meeting Type, EMIS Code = AIEP and a valid Meeting Result
(Outcome) EMIS Code
Testing Requirements: Reports EMIS Alt Code of Test Type that is on or before the Mtg. Date
7. IISP (Individual Service Plan) Meeting Date
IE39 Only
Placement Start Date on meeting date
Placement start date, adding 1 year, minus 1 day
N/A
Meeting Type , EMIS Code = IISP and Meeting Result
(Outcome) EMIS = IE39
Testing Requirements: Reports EMIS Alt Code of Test Type that is on
the Meeting Date
8. RISP (Individual Service Plan) Meeting Date
IE39 Only
A Mtg linked to a Non Amended Service Plan or not linked to a Service Plan at all: Reports the Placement Start Date on the meeting date OR A Mtg linked to an Amended/ Revised Service Plan:
A Mtg linked to a Non Amended Service Plan or not linked to a Service Plan at all: Placement start date, adding 1 year, minus a day OR A Mtg. linked to an Amended/Revised Service Plan: Reports the
N/A
Meeting Type - EMIS Code = RISP
Testing Requirements: Non-Amended Service
Plan or Meeting not linked to a Service
Plan: Reports the EMIS Alt Code of the Test that is on the RISP
meeting date
Testing Requirements: A meeting linked to an
Amended/Revised Service Plan: Reports the EMIS Alt Code of
Test that is on or before the RISP
meeting date
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Reports the RISP Meeting Date
prior EMIS reportable RISP Outcome End Date
9. RETR (Reevaluation Team Report - 3 years from prior ETR)
Meeting Date
ETDP ETEX Disability Category (circle):
Student, Meeting Extension, EMIS Codes
Meeting Type, EMIS Code = RETR AND
Meeting Result, EMIS Code
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16
10. RIEP (Periodic Review of IEP - 1 year from previous IEP)
Meeting Date
IENS IEPR IEDP
Placement Start Date on RIEP meeting date
Placement start date, adding 1 year, minus 1 day
Student, Meeting Extension, EMIS Codes
Meeting Type, EMIS Code = RIEP and
Meeting Result
LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72
Or Student, Placement, EMIS Code
11. TETR (Transfer Student ETR Adoption)
Meeting Date
ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16
TETR Meeting Date
Student, Meeting, Meeting Dates, End Date
Meeting Type, EMIS Code= TETR and
Disability with applicable EMIS Code
12. TIEP (Transfer Student IEP Adoption)
Meeting Date
LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72
A TIEP Meeting will display an Outcome Start Date field. Reports the date.
A TIEP Meeting will display an Outcome End Date field. Reports the End Date.
N/A Meeting Type, EMIS Code = TIEP Meeting
Results (e.g. IE13)
13. FIEP (Final IEP meeting prior to graduation) - Graduating shortly after the anniversary date of the previous IEP.
Meeting Date
Placement Start Date
Placement Start date, plus 1 year, minus 1 day
N/A Meeting Type, EMIS
Code = FIEP
14. CIEP (IEP consent withdrawn by Parent) For a previously written IEP that is still in effect
Meeting Date
IEPR N/A Meeting Type, EMIS
Code = CIEP, Meeting Result = IEPR
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**** Noncompliance = Not Applicable. Non-Compliance ID Element
Meeting Extensions / NonCompliance
** 01 02 03 04 05 06 07 08 09
Meeting Type, EMIS Code
Meeting Extension/
NonCompliance, EMIS Code
B. Has the student been removed to alternative school setting? EMIS program code
211001 (circle if appropriate)
Student Placement, EMIS Code 211001
C. Secondary Planning Element (Transition Plan reported for students 14 yrs or older)** (GE 170)
**** TPNP TFYG TMYG TPCE
Placement, Diploma field (Secondary Planning), EMIS Code
D. Related Services (2150XX)
(Record any and only those related services described on IEP.
Start Date (RelatedService Start Date)
End Date (Related Service End Date)
Service, Service Type = Related Service, EMIS Code
215002 Aide
215003 Attendant
215004 Audiology
215006 Interpreting
215007 Medical.
215008 Occupational Therapy
215009 Orientation & Mobility
215010 Physical Therapy
215011 Reader Services
215012 Psychological
215013 Speech-language Pathology
215015 Rehabilitation counseling
215017 Parent counseling and training
215018 Counseling
215020 Recreational
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215021 Special Transportation
215022 Social Work
2150xx School health services
2150xy School nurse services
215023 Other
E. Preschool Itinerant Services
220100 Provider: Service, Service Type = Related Service, EMIS Code Uploads the Service Staff’s ID.
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*F. Testing Requirements
TEST TYPE required by IEP:
ALT STR STA ***
Accommodations
required:
** NO Y1 Y2
Y3
IEPPLUS Test (EMIS Alt Code)
See above for specific Date Type Codes for logic on how the Testing Requirements are reported
G. Special Education Graduation Record
Assessment Area Code
Assessment Type Code
Exemption Flag IEP Date
IEP Type
IEPPLUS Location
R (Reading) GX Y N Mtg. Date
Mtg. Type
Meeting, Reading box checked reports a Y
W (Writing) GX Y N “” “” “” (Writing) M (Math) GX Y N “” “” “” (Math) C (Social Studies) GX Y N “” “” “” (Social Studies) S (Science) GX Y N “” “” “” (Science)
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IEPPLUS SCREEN EXAMPLES
Referral:
Meetings:
Meeting records have the ability to report multiple Outcomes when the student changes placement during the reporting range. The second
outcome is saved to Meeting Outcomes and reported to the ‘EMIS Student Attribute – No Date’ screen in eSchoolPLUS, ‘LRE Outcome’ field.
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Meetings – Extensions Tab:
TETR Meetings: For TETR Meetings, 2 additional fields will be active, Outcome Start Date and Outcome End Date.
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Placements (Secondary Planning):
Diploma Code Table:
Testing Requirements:
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eSchoolPLUS Screens
LRE Outcome (Dec 1): This data is integrated into the Reg_User screen 618, Field 16 called LRE Outcome (Dec 1).
RULES
• All Referrals must have Consent Date OR a Referral Outcome.
• All Meeting records must have a Result/Outcome OR a Disability.
MASTER CODE SHEET
Date Type Element PSTC Preschool Transition Conference Date
This is the date of the preschool transition conference arranged by the Early Intervention Service Coordinator
(Department of Health) with the school district. The conference is for a student who is suspected of having a disability
and may be transitioning from Part C (Early Intervention/Help Me Grow) to Part B preschool special education services.
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It is federally mandated that the district attend this conference. The conference generally occurs between 90 and 120
days before the child’s 3rd birthday.
This option can be only used for preschool students that are suspected of having a disability and may be transitioning
from Part C (Early Intervention /Help Me Grow) to Part B preschool special education, NOT to be used for school-age
children.
RFRL Referral for Evaluation Date The date the PR04-Referral for Evaluation form is received by the District. This date should be reported for all students
referred for evaluation since the last reporting cycle.
CNST Parent/Guardian Consent for Evaluation Date The date the parent/guardian grants/refuses consent for evaluation, from PR05-Parent Consent for Evaluation Part 1
(Grant Consent) or Part 2 (Refuse Consent). This element should be reported with an Outcome ID to indicate status
(e.g., Consent Granted, Consent Refused, etc.).
IETR Evaluation Team Report Completion Date-Initial
The date the PR06-Evaluation Team Report is completed (from Part B, PR06). This element should be reported with an
Outcome ID to indicate status (e.g., Student was determined to be eligible for services; Student was determined to NOT
be eligible for services, etc.). If the Evaluation Team Report initial completion date does not meet mandated federal
time lines then a Non-compliance ID is required.
RETR Evaluation Team Report Completion Date-Reevaluation The date the PR06-Evaluation Team Report is completed (from Part B, PR06). This element should be reported with an
Outcome ID to indicate status (e.g., Student was determined to NOT be eligible for services, student was determined to
have Autism, etc.). If the Evaluation Team Report reevaluation completion date does not meet mandated federal time
lines then a Non-compliance ID is required.
TETR Transfer Evaluation Team Report Completion Date
Date the district adopted an ETR developed by another public educational entity WITHOUT modification. This
element should be reported with an Outcome ID to indicate status. IIEP IEP Completion Date-Initial The meeting date when the Individualized Education Program was completed. From page 1, PR07-Individualized
Education Program meeting date. If the Individualized Education Program initial completion date does not meet
mandated federal time lines, then a Non-compliance ID is required.
AIEP Amended IEP – The date when an existing IEP has been amended. Must be reported for amendments that change LRE,
test types or decisions related to graduation; such as OGT consequences.
RIEP IEP Completion Date-Periodic Review or Review Other than Annual Review The meeting date when the Individualized Education Program was completed. From page 1, PR07-Individualized
Education Program meeting date. If the Individualized Education Program reevaluation completion date does not meet
mandated federal time lines, then a Non-compliance ID is required.
IISP Initial Indiv. Services Plan - Date the district and the non-public completed the Indiv. Services Plan. Outcome is
always IE39.
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RISP Initial Indiv. Services Plan – Reviewed or Revised Date the district and the non-public revised or updated an existing
Indiv. Services Plan. Outcome is always IE39.
TIEP Transfer Student IEP Adoption Date
Date the district adopted an IEP developed by another public educational entity WITHOUT modification. IF
district chose to modify the IEP for a transfer student they should report the date the IEP was modified as an “IEP
Completion Date-Periodic Review” (RIEP).
FIEP Final IEP Team Meeting Prior to Graduation
Beginning in FY10, an FIEP is reported when an IEP team meeting is held for a special education student with an
IEP who will be graduating shortly after the anniversary date of the previous IEP. The use of this Date Type
indicates that there will be no change of service(s) between the date of the last IEP and graduation; therefore, the
IEP document completed at the IEP team meeting contains no new goals, objectives, or services. If the IEP team
decides that there will be a change in services prior to graduation then a new IEP must be written and a different
Date Type must be reported. Many graduates will not have an FIEP event reported before graduation.
CIEP IEP Consent withdrawn by parent. The date the parent/guardian withdraws consent for a previously written IEP
that is still in effect. When reporting CIEP, the only valid outcome ID is IEPR.
Outcome Codes: **** Not Applicable CNDP Consent Moved to Due Process CNGI Consent Granted for Initial Evaluations (IETR) CNGR Consent Granted for Reviewed Evaluation (RETR) CNGO Consent Granted for Other Special Education Activity (Neither IETR nor RETR) CNNR Consent Not Returned CNRF Consent Refused ETDP ETR Resulted in Due Process ETEX Exiting Special Education. THIS CODE IS TO BE USED WHEN THE IEP TEAM determines a child no longer requires specialized instruction or related services. It is NOT used if a student graduates or withdraws or a parent revokes consent ETNE Not Eligible for Services ET01 Multiple Disabilities (other than Deaf-Blind) ET02 Deaf-Blindness ET03 Deafness (Hearing Impairment) ET04 Visual Impairments ET05 Speech and Language Impairments ET06 Orthopedic Impairments ET08 Emotional Disturbance (SBH)
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ET09 Cognitive Disabilities (Formerly Mental Retardation or Developmentally Handicapped) ET10 Specific Learning Disabilities ET12 Autism ET13 Traumatic Brain Injury (TBI) ET14 Other Health Impaired (Major) ET15 Other Health Impaired (Minor) ET16 Developmental Delay IEDP IEP Resulted in Due Process IENS IEP Complete – Not Served IEPR IEP Complete – Parental Refusal
IE13 Special Education outside the regular class less than 21% of the day.
Student with a disability receiving special education and special education services outside the regular classroom for less than 21% of the school day. This may include placement in:
• Regular classes with special education/ special education services provided within the regular classes;
• Regular classes with special education/ special education services provided outside regular classes;
• Regular classes with special education services provided in resource rooms. IE14 Special education outside the regular class at least 21% of the day and no more than 60% of the day. This may include placement in:
• Resource rooms with special education/ special education services provided within the resource room;
• Resource rooms with part-time instruction in a regular class. IE15 Special education outside the regular class more than 60% of the day. Student with a disability receiving special education and special education services outside the regular classroom for
more than 60% of the school day. Students who receive education programs in public or private separate day or residential facilities should NOT be reported with this code. This category may include:
• Self-contained special classrooms with part-time instruction in a regular class;
• Self-contained special classrooms with full-time special education instruction on a regular school campus;
• Students with disabilities whose parent(s) have opted to home-school them and who receive special education at public expense.
IE16 Public Separate School Student with a disability receiving special education and special education services, at public expense, for greater than 50% of the school day in public separate schools. This may include:
• Students with disabilities attending County Boards of MR/DD;
• Ohio School for the Deaf, Ohio State School for the Blind (if the student does not reside there during the week);
• Public day schools for students with disabilities;
• Public day schools for students with disabilities for a portion of the school day (greater than 50%) and in regular school buildings for the remainder of the school day.
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This does not include:
• Students being educated at a Community School.
IE17 Private Separate School A student with a disability receiving education programs in private separate day school facilitates. This includes children with disabilities receiving special education and special education services, at public expense, for greater than 50% of the school day in private separate schools. This may include:
• Private day schools for students with disabilities;
• Private day schools for students with disabilities for a portion of the school day (greater than 50%) and in regular school buildings for the remainder of the school day;
• Private residential facilities, if the student does not live at the facility. IE18 Public Residential Facility
A student with a disability receiving education programs and living in a public residential facility during the school week. This includes children with disabilities receiving special education and special education services for greater than 50% of the school day in public residential facilities. This may include children placed in:
• Ohio School for the Deaf, Ohio State School for the Blind (if the student resides there during the week);
• Public residential schools for students with disabilities;
• Public residential schools for students with disabilities for a portion of the school day (greater than 50%) and in separate day schools in regular school buildings for the remainder of the school day;
• Correctional facilities such as Department of Youth Services (DYS) or Ohio Central School; Do not include students who received education programs at the facility, but do not live there during the week (see public separate facility).
IE19 Private Residential Facility A student with a disability receiving education programs and living in a private residential facility during the school week. This includes children with disabilities receiving special education and special education services, at public expense, for greater than 50% of the school day in public residential facilities. This may include children placed in:
• Private residential schools for students with disabilities;
• Private residential schools for students with disabilities for a portion of the school day (greater than 50%) and in separate day schools or regular school buildings for the remainder of the school day.
Do not include students who received education programs at the facility and not living there. IE20 Homebound/Hospital
A student with a disability receiving education programs in a homebound/hospital environment includes children with disabilities placed in and receiving special education and special education services in:
• Hospital programs;
• Homebound programs. Do not include children with disabilities whose parents have opted to home-school them and who receive special education at public expense.
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IE21 Correctional Facility. IE38 A student with a disability placed in a state-approved nonpublic school by a public school district and
receives services through an IEP. IE39 A student with a disability who was enrolled by his/her parent(s) or guardian(s) in a regular parochial or other
state-approved nonpublic or private school and whose basic education is paid for through private resources and who receives special education and related services at public expense from an LEA under a Services Plan. Include children whose parents chose to home school them but who receive special education and related special education services at the nonpublic school at public expense. Do not include children who are placed in private schools by the LEA. This code can only be used as an outcome of an ISP.
IE51 Regular Early Childhood Program 10 or More Hours per week and most services in EC program Children attending a regular early childhood program at least 10 hrs per week and receiving the majority of special
education and special education services in the regular early childhood program. IE53 Regular Early Childhood Program Less Than 10 Hours per week and most services in EC program Children attending a regular early childhood program less than 10 hrs per week and receiving the majority of
special education and special education services in the regular early childhood program. IE55 Regular Early Childhood Program 10 or More Hours per week and most services not in EC program Children attending a regular early childhood program at least 10 hrs per week and receiving the majority of special
education and special education services in some other location. IE56 Regular Early Childhood Program Less Than 10 Hours per week and most services not in EC program Children attending a regular early childhood program less than 10 hrs per week and receiving the majority of
special education and special education services in some other location. IE60 Pre-School – Special Education Program – Separate Class A special education program where a special education student is in a class with 51% or more students with
disabilities. Do not report if student is also enrolled in Regular Early Childhood Program. IE62 Pre-School – Special Education Program – Separate School A special education program in which a student receives all of his/her special education and special education
services in an educational program in public or private day schools designed specifically for children with disabilities. Do not report if student is also enrolled in Regular Early Childhood Program.
IE64 Pre-School – Special Education Program – Residential Facility A special education program in which a student receives all of his/her special education and special education
services in a publicly or privately operated residential school or in a residential medical facility on an in-patient basis. Do not report if student is also enrolled in Regular Early Childhood Program.
IE70 Pre-School–Home
A program in which a child receives all of his/her special education and special education services in the principle residence of the child’s family or caregivers and who did not attend an early childhood program or a special education program provided in a special class, separate school, or residential facility. Included are children who receive special education BOTH at home AND at a service provider location.
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IE72 Pre-School – Service Provider Location A program in which a student receives all of his/her special education and special education services from a service
provider and did not attend an early childhood program or special education program provided in a separate class, separate school, or residential facility. For example, speech instruction is provided in private clinicians’ offices, clinicians’ offices located in school buildings, hospital facilities on an outpatient basis, libraries, and other public locations.
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Note. The event date for Outcome ID Element ETEX is considered the date on which the student exited Special Education as a
result of the IEP team decision. ETEX is NOT reported when a student graduates or withdraws. Once a student has exited Special
Education “**” are reported in the Disability Condition Element on the Student Attributes-Effective Date Record (FD).
The code for alternate setting remains a program code, 211001.
Non-Compliance ID Element ** Not Applicable) 01 No Identified Reason (Includes weather related delays) 02 Staff Not Available-Summer Months 03 Staff Not Available-School Year 04 Scheduling conflicts with family 05 Parental Choice 06 Parent Refused Consent (OR repeatedly didn’t show up at scheduled meeting) 07 Child’s Health 08 Student’s Incarceration 09 District in compliance with due process timelines, but incorrect/missing data reported in EMIS in a prior reporting period
Secondary Planning Element
**** Not Applicable
TPNP Transition Plan Not in Place
TFYG (FYG-Four-Year Grad) Transition Plan in Place. Student plans to meet graduation requirements four years after entering
ninth grade.
TMYG (MYG- Multi-Year-Grad) Transition Plan in Place. Student plans meet graduation requirements more than four years
after entering ninth grade.
TPCE (CPE – Planned Continuation of Ed services) Transition Plan in Place, student has met graduation requirements but
needs additional education services prior to enrollment in college or employment and will continue to be enrolled and
receive service as a Grade 23 student.
Reporting Instructions. Determining when a student will have completed coursework and will graduate, or will have completed coursework but
needs additional education services in preparation for employment or enrollment in college, is a decision made by the IEP team and
documented on the transition plan.
The decision can be made any time PRIOR to the start of the student’s last year.
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This decision may include, but is not limited to, IEPs that specify the student will need more than one year to complete the requirements for a
single grade level. For example, option TMYG would be used if a student’s IEP specifies that the student needs two years to complete the
coursework that is needed to move from ninth to tenth grade.
For a student to be reported with a grade level 23 in September, the IEP meeting date should precede the graduation date of the district, or for
practical purposes, prior to Yearend (N) reporting. The IEP must include special education services. For example, a student with OHI disability
can’t simply be code 23, and take all courses via PSEO.
Related Services Program Codes
215002 Aide
215003 Attendant
215004 Audiology
215006 Interpreting
215007 Medical.
215008 Occupational Therapy
215009 Orientation and Mobility
215010 Physical Therapy
215011 Reader Services
215012 Psychological
215013 Speech-language Pathology
215015 Rehabilitation counseling
215017 Parent counseling and training
215018 Counseling
215020 Recreational
215021 Special Transportation
215022 Social Work
2150xx School health services
2150xy School nurse services
215023 Other
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Assessment Codes Required Test Type Element
STR Standard: (regular) ALT Alternate Assessment: (Standards-based alternate assessment), as required by IEP
STA Standard with Accommodations Accommodations
Y1 504 plan accommodations
Y2 IEP accommodations
Y3 LEP accommodations other than the use of a dictionary and/or extended time
Y4 Accelerated
PRINTING EMIS ERROR AND DATA CHECK REPORTS
EMIS REPORTING FROM ADVANCED REPORTING
SELECT IEPPLUS, REPORTING,
ADVANCED REPORTING
• Select the Report (ie EMIS_DataCheck)
• Version - select the appropriate year or the latest year in the drop down (i.e. 2011_2012).
• Start/End Dates – enter the EMIS reportable data range.
• Select Refresh to gather the most recent IEPPLUS data
• Select the report version you wish to run
• Select the drop down labeled ‘Run Report Information’. There are usually two (or more) reports that can be run from here.
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• Select the ‘Error Report’ first for data cleanup. This report will help to identify potential errors before running the master report (ie. Data Check Report) which displays ALL students with and without errors.
• Select ‘Run’ icon to view/print the report. NOTE: If you make changes to data, don’t forget to ‘refresh’ the report again!
Docs Button: Stores the IEPPLUS instructions Filtering Options: The filtering options allow the user to filter particular types of records (e.g. Meetings). Process Finalized Records Only: This option will only report data for students with Finalized records. (For Example: A student has an IEP in preparation for a meeting but form has not yet been completed/finalized, these records would not be in the EMIS Upload).
EMIS REPORTING FROM RUN A REPORT MENU
From the Reporting Menu, Select Run A Report. Type EMIS in the Search field and click on Search. All reports with the words EMIS will be
listed.
The EMIS Upload Error report details any errors that are found from the last time the EMIS integration was run. Each student will appear
listing the error message and Rule Name. SunGard recommends running this report routinely since any data appearing on this report will
NOT be uploaded to eSchoolPLUS.
The EMIS Upload Summary Report details all students that successfully uploaded to eSchoolPLUS. In addition, on page 1 it indicates when
the integration process started and when it completed. If the Process Completed information is blank, the integration process is still
running or it did not complete successfully. At the end of this report, it will list a section called “Amendment Meetings Not EMIS
Reportable”. These are AIEP meetings in which the LRE, Test Type or Graduation Exemptions did not change, thus the meeting is in fact
not reportable to EMIS.
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EMIS UPLOAD WIZARD - IEPPLUS TO ESCHOOLPLUS
Functionality:
• IEPPLUS will upload disability, disability determination, meeting, referral, testing, placement and service information into the
appropriate eSchoolPLUS tables.
Wizard Options:
• SubmissionDate: This is the date of the submission. Default is today’s date.
• StudentStartDate: This is the start date to locate active students.
• StudentEndDate: This is the end date to locate active students.
• FilterStartDate: This is the start date to upload information only within this date range.
• FilterEndDate: This is the end date to upload information only within this date range.
• FinalizedOnly: This is the flag to only process finalized records. Acceptable values are Yes and No. Default is No.
• IgnoreUnableToLocateStudents: This is the flag to remove students who are not found in the eSchoolPLUS database from the
error report. Acceptable values are Yes and No. Default is No.
• PrimaryPlacementOnly: This is the flag to only process primary placement records. Acceptable values are Yes and No. Default is
No.
Wizard Functionality:
• The EMIS Upload now has the ability to run through a wizard to select specific students to upload. The wizard also has desired
options related to which records get uploaded. The wizard screen will look similar to the following:
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EMIS Integration Rules:
• The EMIS Upload is now broken down into nine upload rules. These rules can be turned on/off in the data integration module,
under the Maintenance, Rule menu option. The eight upload rules are:
o EMIS – Disability Information: This rule will exchange data between the eSchoolPLUS ‘REG_DISABILITY’ table and the
IEPPLUS disability information.
o EMIS – Disability Determination Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and
the IEPPLUS disability determination information.
o EMIS – Disability Determination Information #2: This rule will exchange data between the eSchoolPLUS
'OH_EMIS_PROGRAMS' table and the IEPPLUS disability determination information.
o EMIS – Meeting Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS
meeting information.
o EMIS – Placement Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS
placement information.
o EMIS – Placement Information #2: This rule will exchange data between the eSchoolPLUS 'OH_EMIS_PROGRAMS' table
and the IEPPLUS placement information.
o EMIS – Service Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS
service information.
o EMIS – Service Information #2: This rule will exchange data between the eSchoolPLUS 'OH_EMIS_PROGRAMS' table and
the IEPPLUS service information.
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o EMIS – Referral Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS
referral information.
• Depending on which disability determination, placement and service rules are turned on, the upload will delete all information
related to that student from:
o The eSchoolPLUS REG_USER table for screen 605 with an EMIS value of ‘220100’ or that start with ‘205’ or that start with
‘21’.
o The eSchoolPLUS OH_EMIS_PROGRAMS table with an EMIS value of ‘220100’ or that start with ‘205’ or that start with ‘21’.
• If the placement or service rule is turned on and the EMIS value is ‘220100’, it will upload the staff role id as well.
• If the disability rule is turned on, the upload will delete all information related to that student from the eSchoolPLUS
REG_DISABILITY table.
• If the meeting rule is turned on, the upload will delete IETR, IIEP, AIEP, RIEP, FIEP, RETR, TETR, TIEP and CIEP information
related to that student from the eSchoolPLUS REG_USER table for screen 612. AIEP Meetings Only: Only AIEP meetings that have
a change to the most recent EMIS reportable meeting where the LRE, Graduation Assessments or Test Types changed. If none of
those elements have changed, the AIEP meeting will not upload to eSchoolPLUS. The AIEP meeting will appear on the EMIS
Upload Summary report from the Run A Report menu.
• If the meeting rule is turned on, the upload will delete the LRE specific information from the eSchoolPLUS REG_USER table for
screen 618, field 16.
• If the referral rule is turned on, the upload will delete PSTC, RFRL and CNST information related to that student from the
eSchoolPLUS REG_USER table for screen 612.
The rule maintenance screen will look similar to the the
screen to the right:
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EMIS REVISION HISTORY
11/19/13: Item E. Preschool Itinerant – added that the service staff ID is also uploaded to eSchoolPLUS.
7/3/13: Corrected a typo in item 10 (RIEP) and item 11 (TETR).
3/22/13: Updated the documentation to match the ODE’s state changes included in the EMIS Data Collection Tool document dated
12/6/12 (revised). AIEP – outcome is now the meeting date, PISP is now IISP and RISP.
2/13/13: Updated new Data Integration screen shots. Included 2013 EMIS changes (AIEP, PISP, Graduation Consequences, new Outcome
Element codes).
10/18/10: Ability to track multiple Outcomes. A new field has been added on the EMIS Summary screen (meeting outcome, order #99)
which will report up to EschoolPLUS, EMIS Student Attribute-No Date, LRE Outcome field. Documentation updated: Removed
IE50, 52, 54 and added IE51, 53, 55, 56; description changes by SED also updated in our instructions.
10/27/10: Changed meeting types of TETR and TIEP from Placement Dates to Student, Important Dates as follows:
- Meeting Type =TIETR, use date from ETR Next Due Date with alt code of ETRD
- Meeting Type = TIEP, use date from Next IEP Review, alt code of NIEP
-
6/22/11: Updated dates for 2011/2012.
- Changed reporting of Referrals from meetings to Referral records.
- TETR, TIEP: Reporting changed from Important Dates (ETRD and ETRC - Start/End Dates) to the student’s meeting
record, Dates tab. This record will store the District’s adopted start and adopted form end date. This will eliminate the
problem when the next form is created and the important dates were overwritten prior to the actual end date (ie a new
IEP created prior to the end of the adopted end date was changing the actual adopted end date being reported to
EMIS.)