NOTE: As part of the CASEMIS to CALPADS (aka C2C) transition, the CDE updated the Special Education Students and Services formats in the 2018-2019 school year. Aeries has added support for the new formats in our automated Special Ed Data Import process.
Changes in 2015-16 CASEMIS File Layout
The CASEMIS file layouts for the 2015-16 through 2017-18 school years no longer contain the State Test Participation fields (fields A-57 through A-62) in the CASEMIS Student Data (Table A) file. These fields are now Filler fields. Since the CSE Special Ed Participation in State Wide Assessment fields are still necessary for various Aeries reports (such as the CAASPP Student Test Assignment Extract) and may need to be hand-entered, we will process the CASEMIS import in the following manner:
- If the CASEMIS (pre-2018) Students (Table A) file has blanks or no value in the A-57 – A-62 filler fields, then the CSE Participation fields will not be changed (so hand-entered data will not be removed).
- If the CASEMIS (pre-2018) Students (Table A) file has non-blank values in the A-57 – A-62 filler fields, then the CSE Participation fields will be updated with the values in the CASEMIS file.
- The 2018-19 and forward Students file also does not contain these State Test Participation field. Importing the Students file will not update the CSE Participation fields.
Scheduled Special Ed Data Import
Regular imports of Special Education Students and Services files can be scheduled into the Aeries database. The Students (Special Ed Programs) file and Services (Student Services) file must be the ASCII text (.csv) formatted file as defined by the CDE. Once the scheduled imports are set up, districts will need to ensure that the Students and Services files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported
Administrators can access the Special Ed Data Import Configuration page in the School Info | Configurations | Imports and Exports node of the navigation. This page defines where the Special Education data files will be stored, the name of the files, and the scheduled day(s) and time for the import to run. There is also a button to import the Special Education files immediately. Once all selections have been made, click on the SAVE button.
NOTE: Once the scheduled imports are set up, districts will need to ensure that the Students and Services files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported.
After the import has completed an email will be sent to the email address defined in the Special Ed Data Import configuration page. The body of the email will report summary information such as the date and time the import completed, and the number of records matched, unmatched, duplicate records, and records with errors. The email will also contain completion report attachments for the Student and Services data files.
For more detailed information on Special Ed Data Scheduled Imports please refer to this series of articles: Special Ed Data Scheduled Imports.