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SameGoal exports Special Education-related EMIS records using the Ohio EMIS Manual Chapter 5 file format.

FD record link

The Student Attributes-Effective Date (FD) Record uses "open"/"close" records. In other words, one event "opens" a new record and provides the start date, while another event "closes" a pre-existing record by providing an end date. These record semantics are challenging, since (1) open/close events are often recorded in disparate systems; (2) even when recorded in the same system, migration from one SIS to another means the new SIS needs bootstrapped records to start from; and (3) the FD record contains data elements known by different groups of people and programs in the district (eg homelessness, attendance, disability, etc).

The role of Special Education in the FD record is namely to track changes to FD130 Disability Condition. To simplify record semantics, SameGoal exports Special Education records for the following cases as "open" records and provides the following guidance to consumer systems.

CaseSort TypeFiscal YearData SetDistrict IRNEMIS Student IDEffective Start DateEffective End DateDisability ConditionConsumer System Responsibility
DescriptionFD010FD020FD030FD040FD050FD060FD070FD130Description
IETR, RETR, or TETR Section 4: "Disability" dropdown in Section 4 is ET01-ET16FDYYYYSNNNNNN
Settings > District Information > Details: "District IRN"
NNNNNNNNN
Student Details: "Reporting ID"
YYYYMMDD
ETR Cover: "MEETING DATE"
0000000001-16
ETR Section 4: "Disability" dropdown in "add Disability"
If an FD record is currently open with FD130 equal to FD130 provided in this record, do nothing. There is no change in disability.
ETR Section 4: "Disability" dropdown in Section 4 is ETEXFDYYYYSNNNNNN
Settings > District Information > Details: "District IRN"
NNNNNNNNN
Student Details: "Reporting ID"
YYMMDD
ETR Cover: "MEETING DATE"
00000000**Close open FD record that contains FD130 not equal to "**" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD130.
IEP Cover: "Date parent/guardian withdraws consent" in "add IEP Consent Withdrawn (CIEP)" is populatedFDYYYYSNNNNNN
Settings > District Information > Details: "District IRN"
NNNNNNNNN
Student Details: "Reporting ID"
YYMMDD
IEP Cover: "Date parent/guardian withdraws consent" in "add IEP Consent Withdrawn (CIEP)"
00000000**Close open FD record that contains FD130 not equal to "**" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD130.

GE record link

The Student Special Education (GE) Record tracks Special Education events documented in student Individualized Education Program, Evaluation Team Report and Manifestation Determination Review documents. All GE Records contain the following data elements:

Sort TypeFiscal YearData SetBuilding IRNEMIS Student ID
GE010GE020GE030GE040GE050
GEYYYYSNNNNNN
Student Details: "Building"
NNNNNNNNN
Student Details: "Reporting ID"

And there are 15 Date Type elements that generate a GE record:

Date TypeDateOutcome IDNon-Compliance IDOutcome Beginning DateOutcome End DateIEP Test TypeSecondary Planning
GE100GE110GE120GE130GE140GE150GE160GE170
PSTCYYYYMMDD
ETR Cover: "Preschool Transition Conference Date" in "add Preschool Transition Conference (PSTC) Date"
******0000000000000000*******
RFRLYYYYMMDD
ETR Cover: "REFERRAL DATE"
******0000000000000000*******
CNSTYYYYMMDD
ETR Cover: "DATE PARENTS CONSENT RECEIVED"
CNGI, CNGR, CNGO, CNRF, CNNR, CNDP
ETR Cover: "CONSENT OUTCOME"
**0000000000000000*******
IETRYYYYMMDD
ETR Cover: "DATE OF MEETING"
ETNE, ETDP, ET01-ET16
ETR Section 4: "Disability" dropdown in "add Disability"
**, 01-09
ETR Cover Page: "NON COMPLIANCE"
0000000000000000*******
RETRYYYYMMDD
ETR Cover: "DATE OF MEETING"
ETEX, ETDP, ET01-ET16
ETR Section 4: "Disability" dropdown in "add Disability"
**, 01-09
ETR Cover Page: "NON COMPLIANCE"
0000000000000000*******
TETRYYYYMMDD
ETR Cover: "Date adopted WITHOUT modification" in "add Transfer ETR (TETR) Date"
ET01-ET16
ETR Section 4: "Disability" dropdown in "add Disability"
**YYYYMMDD
ETR Cover: "Date adopted WITHOUT modification" in "add Transfer ETR (TETR) Date"
YYYYMMDD
Three years minus one day from ETR Cover: "DATE OF MEETING"
*******
IIEPYYYYMMDD
IEP Cover: "MEETING DATE"
IENS, IEPR, IEDP, IE13-IE72
IEP Section 11: "Outcome"
**, 01-09
IEP Cover: "NON COMPLIANCE"
YYYYMMDD
IEP Cover: "START". IEP Cover: "MEETING DATE" when IENS, IEPR, IEDP.
YYYYMMDD
IEP Cover: "END". IEP Cover: "MEETING DATE" when IENS, IEPR, IEDP.
***, STR, ALT, STA [1]****, TPNP, TFYG, TMYG, TPCE
IEP Section 5: "Secondary Planning"
RIEPYYYYMMDD
IEP Cover: "MEETING DATE"
IENS, IEPR, IEDP, IE13-IE72
IEP Section 11: "Outcome"
**, 01-09
IEP Cover: "NON COMPLIANCE"
YYYYMMDD
IEP Cover: "START". IEP Cover: "MEETING DATE" when IENS, IEPR, IEDP.
YYYYMMDD
IEP Cover: "END". IEP Cover: “MEETING DATE” when IENS, IEPR, IEDP.
***, STR, ALT, STA [1]****, TPNP, TFYG, TMYG, TPCE
IEP Section 5: "Secondary Planning"
TIEPYYYYMMDD
IEP Cover: "Date adopted WITHOUT modification" in "add Transfer IEP (TIEP) Date"
IE13-IE72
IEP Section 11: "Outcome"
**YYYYMMDD
IEP Cover: "Date adopted WITHOUT modification" in "add Transfer IEP (TIEP) Date"
YYYYMMDD
IEP Cover: "END"
***, STR, ALT, STA [1]****, TPNP, TFYG, TMYG, TPCE
IEP Section 5: "Secondary Planning"
AIEPYYYYMMDD
IEP Cover: "DATE OF AMENDMENT" in "add Amendment"
IENS, IEPR, IEDP, IE13-IE72
IEP Section 11: "Outcome"
**YYYYMMDD
IEP Cover: "DATE OF AMENDMENT" in "add Amendment"
YYYYMMDD
IEP Cover: "END"
***, STR, ALT, STA [1]****, TPNP, TFYG, TMYG, TPCE
IEP Section 5: "Secondary Planning"
CIEPYYYYMMDD
IEP Cover: "Date parent/guardian withdraws consent" in "add IEP Consent Withdrawn (CIEP)"
IEPR**0000000000000000*******
NIEPYYYYMMDD
IEP Cover: "Date services started" in "add Services w/o IEP (NIEP)"
IE13-IE72
IEP Cover: "Outcome" in "add Services w/o IEP (NIEP)"
10-12
IEP Cover: "Non compliance" in "add Services w/o IEP (NIEP)"
YYYYMMDD
IEP Cover: "Date services started" in "add Services w/o IEP (NIEP)"
YYYYMMDD
IEP Cover: "End date" in "add Services w/o IEP (NIEP)"
*******
IISPYYYYMMDD
SP Cover: "MEETING DATE"
IE39**YYYYMMDD
SP Cover: "START"
YYYYMMDD
SP Cover: "END"
*******
RISPYYYYMMDD
SP Cover: "MEETING DATE"
IE39**YYYYMMDD
SP Cover: "START"
YYYYMMDD
SP Cover: "END"
*******
SEMDYYYYMMDD
Manifestation Determination Review form, "DATE OF MANIFESTATION DETERMINATION REVIEW" if "Student has accumulated more than 10 days… event should be reported to EMIS" is "Yes"
******0000000000000000*******

[1] IEP Test Type

  • ALT when IEP Section 12: "Is the child participating in alternate assessment" is "Yes"
  • STA when IEP Section 12: "Will the child participate in classroom, district wide and state wide assessments with accommodations?" is "Yes"
  • "***" when IENS, IEPR, IEDP
  • STR by default

GQ record link

The Student Program (GQ) Record trasks student participation in programs. Today, this record officially only tracks Program Codes 211001 and 220100 from Special Education, and no longer tracks 215XXX codes. However, for historical purposes, SameGoal continues to export 215XXX codes for districts that find them useful.

Sort TypeFiscal YearData SetBuilding IRNEMIS Student IDProgram CodeEmployee IDProgram Provider IRNProgram Enrollment Start DateProgram Enrollment End Date
GQ010GQ020GQ030GQ040GQ050GQ060GQ070GQ090GQ100GQ110
GQYYYYSNNNNNN
Student Details: "Building"
NNNNNNNNN
Student Details: "Reporting Id"
215XXX
IEP Section 7: "TYPE OF SERVICE" in "add Related Service"
000000000******YYYYMMDD
IEP Section 7: "BEGIN" in "add Related Service"
YYYYMMDD
IEP Section 7: "END" in "add Related Service"
GQYYYYSNNNNNN
Student Details: "Building"
NNNNNNNNN
Student Details: "Reporting Id"
211001, 220100
IEP Section 7: "TYPE OF SERVICE" in "add Related Service"
NNNNNNNNN
IEP Section 7: "Employee ID" in "add Related Service"
NNNNNNNNN
IEP Section 7: "Provider IRN" in "add Related Service"
YYYYMMDD
IEP Section 7: "BEGIN" in "add Related Service"
YYYYMMDD
IEP Section 7: "END" in "add Related Service"

FE record link

The Student Special Education Graduation Requirement (FE) record tracks student graduation exemptions in each subject for the Ohio Graduation Test (OGT) and End of Course Assessments (EOC). This record is implicitly stateful (eg no record is required if the student has never been exempt in a given subject, but a record IS required if the student goes from being exempt to non-exempt). To simplify, SameGoal exports a single record for EVERY subject for OGT and EOC in each IIEP, RIEP, AIEP and TIEP (whether or not Exemption Flag is Y or N). Consumer processes may simply ignore Exemption Flag = N records if the student has never had an Exemption Flag = Y record for a given subject in the past.

Sort TypeFiscal YearData SetDistrict IRNEMIS Student IDIEP Date TypeIEP DateAssessment Type CodeAssessment Area CodeExemption Flag
FE010FE020FE030FE040FE050FE060FE070FE080FE090FE100
FEYYYYSNNNNNN
Settings > District Information > Details: "District IRN"
NNNNNNNNN
Student Details: "Reporting Id"
IIEP, RIEP, AIEP, TIEP [2]YYYYMMDD
IEP Cover: "START"
GXR, W, M, C, S
IEP Section 12: "The child is excused from the consequences of not passing the OGT in the following subjects:"
Y, N
Y if subject checked, N if subject unchecked
FEYYYYSNNNNNN
Settings > District Information > Details: "District IRN"
NNNNNNNNN
Student Details: "Reporting Id"
IIEP, RIEP, AIEP, TIEP [2]YYYYMMDD
IEP Cover: "START"
GEHIST, PHYS, ELA1, ELA2, ALG1, GEOM, MTH1, MTH2, BIOL, GOVM
IEP Section 12: "The child is excused from the consequences of not passing End of Course (EOC) assessments in the following subjects:"
Y, N
Y if subject checked, N if subject unchecked

[2] IEP Date Type:

  • IIEP if "Meeting Type" is "INITIAL IEP"
  • RIEP if "Meeting Type" is "ANNUAL REVIEW"
  • AIEP if "DATE OF AMENDMENT" is populated in "add amendment"
  • TIEP if "Date adopted WITHOUT modification" is populated in "add Transfer IEP (TIEP) Date"


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