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SameGoal exports Special Education-related EMIS records using the Ohio EMIS Manual Chapter 5 file format.
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 Type | Fiscal Year | Data Set | Building IRN | EMIS Student ID |
| GE010 | GE020 | GE030 | GE040 | GE050 |
| GE | YYYY | S | NNNNNN Student Details: "Building" | NNNNNNNNN Student Details: "Reporting ID" |
| Date Type | Date | Outcome ID | Non-Compliance ID | Outcome Beginning Date | Outcome End Date | IEP Test Type | Secondary Planning | Extended School Year Services |
| GE100 | GE110 | GE120 | GE130 | GE140 | GE150 | GE160 | GE170 | GE180 |
| PSTC | YYYYMMDD ETR Cover: "Preschool Transition Conference Date" in "add Preschool Transition Conference (PSTC) Date" | **** | ** | 00000000 | 00000000 | *** | **** | * |
| RFRL | YYYYMMDD ETR Cover: "REFERRAL DATE" | **** | ** | 00000000 | 00000000 | *** | **** | * |
| CNST | YYYYMMDD ETR Cover: "DATE PARENTS CONSENT RECEIVED" | CNGI, CNGR, CNGO, CNRF, CNNR, CNDP ETR Cover: "CONSENT OUTCOME" | ** | 00000000 | 00000000 | *** | **** | * |
| IETR | YYYYMMDD ETR Cover: "DATE OF MEETING" | ETNE, ETDP, ET01-ET16 ETR Section 4: "Disability" dropdown in "add Disability" | **, 01-09 ETR Cover Page: "NON COMPLIANCE" | 00000000 | 00000000 | *** | **** | * |
| RETR | YYYYMMDD ETR Cover: "DATE OF MEETING" | ETEX, ETDP, ET01-ET16 ETR Section 4: "Disability" dropdown in "add Disability" | **, 01-09 ETR Cover Page: "NON COMPLIANCE" | 00000000 | 00000000 | *** | **** | * |
| TETR | YYYYMMDD 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" | *** | **** | * |
| IIEP | YYYYMMDD 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" | *, Y, N IEP Section 4: "Extended School Year Services" |
| RIEP | YYYYMMDD 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" | *, Y, N IEP Section 4: "Extended School Year Services" |
| TIEP | YYYYMMDD 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" | Y, N IEP Section 4: "Extended School Year Services" |
| AIEP | YYYYMMDD 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" | Y, N IEP Section 4: "Extended School Year Services" |
| CIEP | YYYYMMDD IEP Cover: "Date parent/guardian withdraws consent" in "add IEP Consent Withdrawn (CIEP)" | IEPR | ** | 00000000 | 00000000 | *** | **** | * |
| NIEP | YYYYMMDD 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)" | *** | **** | Y, N IEP Section 4: "Extended School Year Services" |
| IISP | YYYYMMDD SP Cover: "MEETING DATE" | IE39 | ** | YYYYMMDD SP Cover: "START" | YYYYMMDD SP Cover: "END" | *** | **** | * |
| RISP | YYYYMMDD SP Cover: "MEETING DATE" | IE39 | ** | YYYYMMDD SP Cover: "START" | YYYYMMDD SP Cover: "END" | *** | **** | * |
| SEMD | YYYYMMDD 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" | **** | ** | 00000000 | 00000000 | *** | **** | * |
[1] IEP Test Type (descending priority)
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 Type | Fiscal Year | Data Set | District IRN | EMIS Student ID | IEP Date Type | IEP Date | Assessment Type Code | Assessment Area Code | Exemption Flag |
| FE010 | FE020 | FE030 | FE040 | FE050 | FE060 | FE070 | FE080 | FE090 | FE100 |
| FE | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting Id" | IIEP, RIEP, AIEP, TIEP [2] | YYYYMMDD IEP Cover: "START" | GX | R, 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 |
| FE | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting Id" | IIEP, RIEP, AIEP, TIEP [2] | YYYYMMDD IEP Cover: "START" | GE | HIST, 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:
The Student Program (GQ) Record tracks 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 Type | Fiscal Year | Data Set | Building IRN | EMIS Student ID | Program Code | Employee ID | Program Provider IRN | Program Enrollment Start Date | Program Enrollment End Date |
| GQ010 | GQ020 | GQ030 | GQ040 | GQ050 | GQ060 | GQ070 | GQ090 | GQ100 | GQ110 |
| GQ | YYYY | S | NNNNNN Student Details: "Building" | NNNNNNNNN Student Details: "Reporting Id" | 215XXX IEP Section 7: "TYPE OF SERVICE" in "add Related Service" | ********* | ****** | YYYYMMDD IEP Section 7: "BEGIN" in "add Related Service" | YYYYMMDD IEP Section 7: "END" in "add Related Service" |
| GQ | YYYY | S | NNNNNN 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" |
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 and Section: 504 in the FD record is namely to track changes to FD130 "Disability Condition" and FD140 "Student being served by 504 Plan", respectively. To simplify record semantics, SameGoal exports Special Education records for the following cases as "open" records and provides the following guidance to consumer systems. Additionally, in open records that have a change to only one of these elements, the value of the other element will be carried forward from the immediately previous record. If changes to both FD130 and FD140 occur on the same date, both of these changes will be displayed in a single open record.
| Case | Sort Type | Fiscal Year | Data Set | District IRN | EMIS Student ID | Effective Start Date | Effective End Date | Disability Condition | Student being served by 504 Plan | Homeless Status | Homeless Unaccompanied Youth | English Learner | Migrant Status | Foreign Exchange Student Graduation Plan | Immigrant Status | Consumer System Responsibility |
| Description | FD010 | FD020 | FD030 | FD040 | FD050 | FD060 | FD070 | FD130 | FD140 | FD150 | FD160 | FD170 | FD180 | FD190 | FD200 | Description |
| IETR, RETR, or TETR Section 4: "Disability" dropdown in Section 4 is ET01-ET16 | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYYYMMDD ETR Cover: "MEETING DATE" | 00000000 | 01-16 ETR Section 4: "Disability" dropdown in "add Disability" | N | * | * | * | * | * | * | 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 ETEX | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD ETR Cover: "MEETING DATE" | 00000000 | ** | N | * | * | * | * | * | * | 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 populated | FD | YYYY | S | NNNNNN 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 | ** | N | * | * | * | * | * | * | 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. |
| Section 504: Evaluation: "The student is eligible under Section 504/ADA as a person with a disability for the following conditions:" is selected | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Evaluation: "MEETING DATE:" | 00000000 | ** | Y | * | * | * | * | * | * | Close open FD record that contains FD140 not equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |
| Section 504: Plan: "I do not give permission for this Section 504 plan to be implemented for my child." is NOT selected | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Plan: "MEETING DATE:" | 00000000 | ** | Y | * | * | * | * | * | * | Close open FD record that contains FD140 not equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |
| Section 504: Parent Consent: "As parent/guardian: I DO NOT consent to this evaluation." is selected | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Parent Consent: RESPONSE TO SECTION 504 PARENT CONSENT FOR EVALUATION "Date" | 00000000 | ** | N | * | * | * | * | * | * | Close open FD record that contains FD140 equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |
| Section 504: Evaluation: "The student is NOT eligible under Section 504/ADA as a person with a disability." is selected | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Evaluation: "MEETING DATE:" | 00000000 | ** | N | * | * | * | * | * | * | Close open FD record that contains FD140 equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |
| Section 504: Plan: "I do not give permission for this Section 504 plan to be implemented for my child." is selected | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Plan: "MEETING DATE:" | 00000000 | ** | N | * | * | * | * | * | * | Close open FD record that contains FD140 equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |
| Section 504: Discontinuation: "Discontinued Effective:" is populated | FD | YYYY | S | NNNNNN Settings > District Information > Details: "District IRN" | NNNNNNNNN Student Details: "Reporting ID" | YYMMDD Section 504: Discontinuation: "Discontinued Effective:" | 00000000 | ** | N | * | * | * | * | * | * | Close open FD record that contains FD140 equal to "Y" using FD060 of this record minus one day. Open new FD record using FD060, FD070 and FD140. |