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.

The CASEMIS student file is created twice a year:

December Report - A “snapshot” of the special education population on December 1st which only includes current special education students.  Required files include: Student data and Services data.

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, Services, Discipline (Suspend) data and Post Secondary data.

In Aeries Client Version go to View All Forms and double click on Create CASEMIS Student File.  Select the December Report or End of Year (June) report.  If the December Report is selected the Reporting Date will default to 07/01/2018 – 12/01/2018 and files created for December will be Student and Services.

If the End of Year (June) Report is selected the Reporting Date will default to 07/01/2018 – 06/30/2019 and the files created for the End of Year will be Student, Services and Suspend. The PostSec report is an End of Year report but will need to be generated separately using last year’s database.

The Output Path will default to C:\Program Files\CASEMIS.  Enter the selected Output Path.  After selecting the files to be created click on the Create button.  A progress bar will display.  When the files are created, a message will display indicating which files were created and the number of records extracted for each file. 

Click on the OK button.  After ALL files have been created they can be uploaded into the CASEMIS Software. 

The following is an example of the CASEMIS Extract Form utilized to extract data from the text files into the CASEMIS software for verification.  Instructions on using this program are accessible through CASEMIS.

NOTE:  As of the Nov 2015 CASEMIS TAG, the state testing participation codes are no longer part of the CASEMIS file.  These fields are informational only in Aeries, they are not included in the CASEMIS extract.