NOTE: As part of the CASEMIS to CALPADS (aka C2C) transition, the CDE has updated the CASEMIS Table A and Table B formats for the 2018-2019 school year. Aeries is aware of these changes and has added support for the new formats in our automated CASEMIS Import process.



NOTE: As part of the CASEMIS to CALPADS (aka C2C) transition, the IEP System will be uploading the CASEMIS information to CALPADS. We are not planning on updating the Aeries Client process with the 2018-19 CASEMIS file layout.


Things to Consider

  • 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 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 form, the Create CASEMIS Student File,  that will extract this data and create a file that contains the required fields. The Aeries Web Version includes an extra tab in the Special Education page for the Active Test Settings to aide in updating the testing accommodations for the special ed students that will participate in the CAASPP or CAA 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 Education information. In view mode the information is displayed in a card format.




Clicking on the Change button will open up the page into edit mode where every available field will be displayed.




The Comment field at the bottom of the General tab allow additional comments to be stored. 


The Additional IEP/IFSP Information fields are also on the General tab and contain IEP Meeting information in which the student participated during the school year. The comment fields 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 infant data is now located under the Evaluation Information band on the General tab contains any Infant setting and referral information for ages 0-3.



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 also 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.