Change in 2015-2016 CASEMIS (Special Ed Data) File Layout
NOTE: The Special Ed Data Import Configuration page honors the current CALPADS Special Education Student Program and Student Services file layouts, as well as the pre-2018 CASEMIS Students (tableA) and Services (tableB) file layouts. Whichever data file is imported, the files should be in the appropriate format as defined by their respective file layouts. For the CALPADS file layouts please refer to the CALPADS File Specifications and for the CASEMIS file layouts please refer to the latest CASEMIS Technical Assistance Guide.
The Special Ed Import process will use the Student file and Services file from the location defined in the Special Ed Data Import Configuration page. It is important to remember to refresh these locations with new files before the next scheduled run, otherwise the same files will be processed over and over again.
Before processing the student records in either file, the system will validate the file headers for missing or misnamed columns. See the CALPADS Special Education Tables and Fields or the CASEMIS Tables and Fields (pre 2018 version) articles for the correct column headers. If the column headers for the key fields (last name, first name, student ID or SSID) in the Students file are incorrect processing will stop and a completion email will be sent listing the incorrect headers. The headers will need to be corrected before the files can be imported.
If other column headers are incorrect, the files will be imported but the fields with incorrect field headers will not be updated with the new information. An Errors file will be generated listing the fields that are not updated for each record.
When the Student file is processed the system will use the SSID data in the file to match with a student in the Aeries system. If the Special Education Student file record does not have an SSID, then it will attempt to match on Student Last Name, Student First Name and Birthdate.
- Once a match is found the student’s Special Ed (CSE) record is added/updated with the data in the Special Education Student file and the Last Updated (CSE.LU) field is updated with the date the record processed. The student’s identifying information is also added to the Special_Ed_Students_ImportedRecords.csv report.
- If no match can be made, then the student’s identifying information is added to the Special_Ed_Students_UnmatchedRecords.csv report.
- If duplicate records exist in the Special Education Student file (i.e., two records with the same SSID) then neither record will be imported into the Aeries system. Identifying information for both records will be added to the Special_Ed_Students_Duplicates.csv report.
When the Services data file is processed the system will utilize the Special Education Student file and Aeries to match the Services records to the students in the Aeries system.
- Once a match is found the student’s Special Ed Services (CSV) records for the year you are processing (normally this will be the current year) will be deleted and the services from the Services file will be added. The Services Start Date (CSV.DT) field is updated with either the first day of school in the District Calendar (for School 0) or with 7/1 of the school year the database is in (normally this will be be current school year) if the district calendar is not set up. The record’s identifying information is also added to the Special_Ed_Services_ImportedRecords.csv report.
- If no match can be made, then the record’s identifying information is added to the Special_Ed_Services_UnmatchedRecords.csv report.
NOTE: The Student file secondary match on student name and birthdate will attempt to match the 15-character Student Last Name and Student First Name fields with the first 15 characters of the Aeries Student Last Name and Student First Name fields.
NOTE: Support has been added during the import process to accept several common date formats for the date fields. The following formats are valid: "yyyymmdd", "yyyy-mm-dd", "mm/dd/yyyy", and "m/d/yyyy".