Things to Consider

  • How do changes to CASEMIS affect Aeries® – forms, codes, etc. See Change in 2015-2016 CASEMIS Layout for details on the import process.

  • Where Special Education Data is stored in the different tables.

  • Required CASEMIS Fields.

  • CASEMIS Codes - Where the codes come from in fields with drop down lists.

  • How CASEMIS Codes are updated into usysGCOD when CASEMIS makes changes to them.

  • Verify Special Education Data by running reports or querying the data before extracting to make sure it’s as clean as possible.

  • User Defined fields - Possible use for these fields.

  • Two CASEMIS reports a year:

    • December Report - A “snapshot” of the special education population on December 1st. Required files include: Student data and Infant data, if any.

    • End-of-Year Report - Data for all students who received special education services at any time during the year (for example, this year’s end-of-year report is requesting data between 7/1/2018- 6/30/2019). Required files include: Student data, Infant data and Discipline data.

  • How files are created for CASEMIS - Extract CASEMIS files using macro in District or School Database.


Special Education Data Page

The Special Education Data pages are used to store information in Aeries pertaining to any special education program that a student may need or is currently participating in. These pages contain all fields that are required to be reported to CASEMIS.  The Aeries Client Version also contains a macro that will extract this data and create a file that contains the required fields. The Aeries Web Version includes an extra page of the Test Settings for the CAASPP tests.



The Special Education page is under Student Data | Programs on the navigation tree.  It can also be accessed from View all Forms


The General tab contains basic Special Ed information. 



NOTE: The teacher number field is no longer being used as of Feb. 2014, Staff ID has been added to the table. The Staff Name field reflects the name associated with the Staff ID. As of the Nov 2015 CASEMIS TAG, the state testing participation codes are no longer part of the CASEMIS file.  All of these fields (staff and testing participation) are not included in the CASEMIS extract.


The Comment fields at the bottom of the General tab allow additional comments to be stored. The IEP Status Info fields are also at the bottom of the General tab and contain any IEP Meeting information in which the student participated during the school year. The comment and IEP data are Informational Only.



The Student Services tab contains any special education service received by a student and any early intervention service or related service received by an infant from age 0-2.



The Discipline tab contains any disciplinary type of action received by a student.



NOTE:  The Special Education Discipline information is not automatically entered into this form when it is added to the Assertive Discipline page. Special Education Discipline information includes additional information that must be entered separately in certain situations for CASEMIS reporting.


The Infant Data tab contains any Infant setting and referral information for ages 0-3.



The Transition tab contains any transition service goal in which the student is participating or has participated during the school year.



The Active Test Settings tab allows the user to enter the embedded and non-embedded test settings for the students that need modifications to the Smarter Balanced Assessments or need to take the paper pencil version of the assessments. Data entered on this page is stored in the Test Settings (STS) table. Please see the Special Education Information for Testing chapter at the end of this document for more information.



504 Plans

In addition to the Special Education features described, Aeries supports entering 504 Plans for students. The 504 Plan page can be used to outline how a student’s specific needs in the education environment are met. The 504 Plan pages can be used to describe and track Accommodation Plans to assist the student in meeting their educational goals. For more detailed information on the 504 Plan, please see Aeries documentation on 504 Plan Management which will go into detail on how to set up and maintain the 504 Plan data.