It is important that each data table and field contains all data with appropriate codes. Generally, there are no optional data fields in the CASEMIS data tables.  The following are the CASEMIS tables and data contained in them for the 2017-18 school year.


Table A     (Student Data Table) shall contain one record for each student found eligible for and received special education services. The unique identifier of a student record for a SELPA is derived by the combination of the SELPA_CODE and STUDENT_ID data Fields in the table.


Table A shall also contain one record for each child referred and evaluated but not eligible for special education or related services. (Data Field A-32, PLAN_TYPE, code 90)


Table A also contains one record for each child referred, found eligible, and did not receive special education and related services because parent declined services or child was parentally placed in private school where no ISP services were provided. (Data Field A-32, PLAN_TYPE, codes 70 and 80)

 

Table B    (Student Services Data Table) shall contain at least one record for each student in Table A, except those students with a code 70, 80 or 90 in Data Field A-32, PLAN_TYPE. Table B may contain more than one record, one for each service received by the student.

 

Table C    (Discipline Data Table) shall contain one record for each disciplinary action for a student receiving services in Table A. Table C may contain more than one record for a student, if the student is subjected to more than one disciplinary action during the school year (for end-of-year reporting cycle only).


Table D   (Post-secondary Follow-up) shall contain one record for each student exited from the high school program or the SELPA during the prior year except those students who returned to regular education (EXIT_RESON 70), transferred to another program (EXIT_RESON 76), or are deceased (EXIT_RESON 77) in 2017–18, for end-of-year cycle reporting only. Post-secondary is generally considered as after high school; therefore the June 2018 Table D would include any student exiting high school during the 2016–17 school year or exiting students 14 years of age and older (for end-of-year reporting cycle only).


It is important that each data table maintained by the LEA contains all data Fields with appropriate codes according to this structure.


Below is a list of the CASEMIS fields for TableA and TableB and the corresponding Aeries fields:


CASEMIS Table & Field #

CASEMIS Field Name

Aeries Table/Field

Aeries Field Name

Update CSE record?



A-1

REPT_DATE



N


A-2

SELPA_CODE

CSE.SE

Selpa Code

Y


A-3

SELPA_FROM

CSE.SF

Selpa From

Y


A-4

DIST_SERV

CSE.DS

District of Service

Y


A-5

DIST_RESI

CSE.DR

District of Residence

Y


A-6

SCH_CODE

CSE.SS

 School Code

Y


A-7

SCH_TYPE

CSE.TY

School Type

Y


A-8

LAST_NAME



used for matching to STU record, does not update STU


A-9

FIRST_NAME



used for matching to STU record, does not update STU


A-10

STUDENT_ID



used for matching to STU record, does not update STU


A-11

SSID



used for matching to STU record, does not update STU


A-12

FILLER

 

 

N


A-13

BIRTHDATE



used for matching STU record, does not update STU


A-14

GENDER



does not update STU


A-15

ETHNICITY

CSE.ETH


Y


A-16

RACE1

CSE.EC


Y


A-17

RACE2



does not update STU


A-18

RACE3



does not update STU


A-19

EL

CSE.ELL

ELL

Y


A-20

NATIV_LANG

CSE.NL

Native Language

Y


A-21

EARLY_INT

CSE.EI

Early Int

Y


A-22

IN_RFRDATE

CSE.IRD

Referral Date

Y - On Infant Data tab


A-23

IN_RFRBY

CSE.IRB

Refer By

Y - On Infant Data tab


A-24

IN_PRNTCST

CSE.IPC

Parent Consent

Y - On Infant Data tab


A-25

IN_INTEVAL

CSE.IIE

Initial Evaluation

Y - On Infant Data tab


A-26

REFR_DATE

CSE.RD

Referral Dt

Y


A-27

REFR_BY

CSE.RB

Refer By

Y


A-28

PRNT_CSNT

CSE.PC

Parent Consent

Y


A-29

INIT_EVAL

CSE.IE

Initial Evaluation

Y


A-30

EVLDLAY

CSE.EDL

Ini Eval Delay

Y


A-31

TBDLAY

CSE.BDL

Eval after 3rd DB

Y


A-32

PLAN_TYPE

CSE.PT

Plan Type

Y


A-33

MIGRANT

CSE.MI

Migrant

Y


A-34

RESID_STAT

CSE.RS

Residental Status

Y


A-35

ENTRY_DATE

CSE.ED

Entry Date

Y


A-36

LAST_IEP

CSE.LI

Last IEP

Y


A-37

LAST_EVAL

CSE.LA

Last Evaluation

Y


A-38

DISABILIT1

CSE.DI

Disability

Y


A-39

DISABILIT2

CSE.DI2

Disability2

Y


A-40

SOLE_LOW

CSE.SL

Sole Low

Y



CASEMIS Table & Field #

CASEMIS Field Name

Aeries Table/Field

Aeries Field Name

Update CSE record?



A-41

INFANT_SET

CSE.IS

Infant Setting

Y - On Infant Data tab


A-42

FEDSET_INF

CSE.FI

Fed Infant

Y


A-43

FEDSET_PRS

CSE.FP

Fed Preschl

Y


A-44

FEDSET_SCH

CSE.FS

Fed Schl Age

Y


A-45

IN_REGCLS

CSE.IRC

In Reg Class%

Y


A-46

GRADE



does not update STU


A-47

TRAN_REG1

CSE.TR1

Tran Reg 1

Y - On Transition tab


A-48

TRAN_REG2

CSE.TR2

Tran Reg 2

Y - On Transition tab


A-49

TRAN_REG3

CSE.TR3

Tran Reg 3

Y - On Transition tab


A-50

TRAN_REG4

CSE.TR4

Tran Reg 4

Y - On Transition tab


A-51

TRAN_REG5

CSE.TR5

Tran Reg 5

Y - On Transition tab


A-52

TRAN_REG6

CSE.TR6

Tran Reg 6

Y - On Transition tab


A-53

TRAN_REG7

CSE.TR7

Tran Reg 7

Y - On Transition tab


A-54

TRAN_REG8

CSE.TR8

Tran Reg 8

Y - On Transition tab


A-55

SPEC_TRANS

CSE.ST

Spec Trans

Y


A-56

PARINPUT

CSE.PI

Parent Input

Y


A-57

FILLER1**

CSE.PA5

(CAHSEE)

Non-blanks will update blank CSE.PA5 - No longer used in CASEMIS


A-58

FILLER2**

CSE.PA3

(Math)

Non-blanks will update blank CSE.PA3 - No longer used in CASEMIS


A-59

FILLER3**

CSE.PA4

(State Science)

Non-blanks will update blank CSE.PA4 - No longer used in CASEMIS


A-60

FILLER4**

CSE.PA2

(ELA)

Non-blanks will update blank CSE.PA2 - No longer used in CASEMIS


A-61

FILLER5**

CSE.PA6

(History)

Non-blanks will update blank CSE.PA6 - No longer used in CASEMIS


A-62

FILLER6**

CSE.PA7

(Writing)

Non-blanks will update blank CSE.PA7 - No longer used in CASEMIS


A-63

GRAD_PLAN

CSE.GP

Grad Plan

Y


A-64

EXIT_DATE

CSE.XD

Exit Date

Y


A-65

EXIT_RESON

CSE.XR

Exit Reason

Y


A-66

IEPDELAY

CSE.IDL

Rsn IEP Untimely

Y


A-67

TRIDELAY

CSE.TDL

Rsn 3nial Untimely

Y



 

**NOTE: The 2014-15 CASEMIS field names are also acceptable for these fields:

 

A-57

PARTI_CAH

A-58

PARTI_MATH

A-59

PARTI_SCI

A-60

PARTI_ELA

A-61

PARTI_HIS

A-62

PARTI_WRTG



CASEMIS Table & Field #

CASEMIS Field Name

Aeries Table/Field

Aeries Field Name

Update CSV record?



B-1
REPT_DATE


N


B-2
SELPA_CODE


N


B-3
STUDENT_ID


used for matching to STU record, does not update STU


B-4
SSID


used for matching to STU record, does not update STU


B-5
SERVICE

CSV.CD

Service

Y


B-6
PROVIDER

CSV.PR

Provider

Y


B-7
LOCATION

CSV.LO

Location

Y


B-8
FREQUENCY

CSV.FR

Freq

Y


B-9
DURATION

CSV.DU

Duration

Y




NOTE:  When importing the CASEMIS data into Aeries, the Students (tableA) and Services (tableB) import files must use the same headers as defined in the most recent CASEMIS Technical Assistance Guide.