Below is information based on the 2017-18 CASEMIS file layout.
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.