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eSchoolPLUS State Reporting Integration




Support > Online Guides > Technical Guide > eSchoolPLUS State Reporting Integration

Overview link

The SameGoal/eSchoolPLUS Flags and State Reporting integration allows districts to transfer key information from documents authored in SameGoal back into eSchoolPlus. This includes:

Integration link

Integrated alerts and EMIS screens:

Resources:


Disability Medical Alert link

The data entry screen for the disability medical alert in eSchoolPLUS can be found by searching for a given student, then visiting Menu > Emergency. A medical alert (triangle with an M) appears in the top right of eSchoolPLUS screens for a given student when that student has an active disability record (today is between the record Start Date and End Date). When clicked, this alert displays the disability of the active disability record.

This integration performs the following:

Fields included in integration: Priority (always 1), Start Date, End Date, Disability Code & Description


Special Education Alert link

The data entry screen for the special education alert in eSchoolPLUS can be found by searching for a given student, then visiting Menu > Personal. A special education alert (triangle with an S) appears in the top right of eSchoolPLUS screens for a given student when the IEP checkbox is checked under Educational Factors. When clicked, this alert displays "Student has an IEP".

This integration performs the following:

Fields included in integration: IEP checkbox, IEP Status


EMIS Special Ed link

The data entry screen for special education state reporting in eSchoolPLUS can be found by searching for a given student, then visiting Menu > EMIS Special Ed. This screen captures information related to the following EMIS records:

An EMIS crosswalk for where data elements for each EMIS record are found in Ohio forms can be found in our online support guides. This integration performs the following:

For each complete ETR in SameGoal:

For each complete IEP in SameGoal:

For each complete SP in SameGoal:

For each completed Manifestation Determination Review in SameGoal:

Any EMIS Special Ed record that has a Date greater than or equal to the integration cutover date and does not correspond with an event found in SameGoal for a complete document is removed.

Fields included in integration: All fields


EMIS Programs link

The data entry screen for EMIS programs in eSchoolPLUS can be found by searching for a given student, then visiting Menu > EMIS Programs. This screen captures information related to the EMIS GQ Record: Student Program Record.

This integration performs the following:

Fields included in integration: Start Date, EMIS Program, Provider IRN, End Date


Go Live Checklist link

Every district has a different set of pre-existing processes and procedures for handling special education documents prior to automating information flow from SameGoal to eSchoolPLUS. Some important considerations include:

  1. Choose an integration "cutover" date. This cutover date is used by the integration to only include documents with meeting dates on or after this date.

    • Any documents with a meeting date before the cutover date must still be manually entered as you begin the integration.
    • ETRs collect referral and consent dates which often pre-date an ETR's meeting date. Any referral and consent dates prior to the cutover date must be manually entered (this will drop off natually after around two months due to compliance timelines).
    • IEPs that have original meeting dates prior to the integration date, but an amendment after the cutover date will only integrate AIEP events which occur after the integration date.
  2. Ensure SameGoal will be the "owner" (canonical source of information) for all data elements in eSchoolPLUS included in the integration after the chosen "cutover" date. Because the main objective of this integration is to sync eSchoolPLUS nightly to reflect the data in SameGoal, the integration must necessarily remove data records in eSchoolPLUS not represented in SameGoal after the cutover date.

    • If your district has any processes for entering special education information into eSchoolPLUS in the areas of eSchoolPLUS described in this integration, these processes MUST be moved within SameGoal. For example, if EMIS information for out of district students is currently entered directly into eSchoolPLUS, this information must be entered into a "stub" document in SameGoal going forward after the cutover date and allowed to flow across.
    • A "stub" document that only contains minimal information required for state reporting information may be used by:
      • Creating a full new ETR, IEP or SP.
      • Checking the State reporting information only checkbox in the top right of the Cover Page.
      • Entering a Reason (eg "Out of district" for this case).
      • Entering only information required for state reporting (visit the Check tab to verify required information has been added).
      • Marking this document complete.
  3. Ensure document validation checks are enabled in SameGoal. These checks are used to ensure the information flowing into eSchoolPLUS is complete and valid from eSchoolPLUS' perspective. Only completed documents which pass document validation checks are included in the integration.

  4. Ensure staff mark documents complete. Only documents marked complete in SameGoal are integrated back into eSchoolPLUS. Documents that have either never been marked complete or were complete at one time but are now undergoing changes are ignored, as the information is not considered final. This workflow process works to ensure there is no "drift" between eSchoolPLUS and SameGoal, in which a document in SameGoal might have different information than the corresponding records in eSchoolPLUS (and because there is some information rather than none, this issue is more difficult to notice and correct). All state reporting, alert and document viewer integrations with student information systems from SameGoal only include complete documents.

    • When a meeting is completed, staff should mark the corresponding document complete as soon as possible.
    • When a document correction must be made by re-marking a document incomplete, staff should make the required correction then re-mark complete as soon as possible. Because the integration runs once daily, staff generally have a large window of hours to make corrections and re-complete documents as needed prior to a daily integration run.
    • When IEPs are amended, the original IEP (and any prior amendments) continue to be included in the integration. When the most recent amendment is finished and the document is re-marked complete, the records for the most recent amendment will be included in the integration as well.
  5. Review EMIS programs in eSchoolPLUS. 215XXX codes for related services are not included in eSchoolPLUS by default. If your district wishes to include these in the integration, these options must be added to the dropdown in eSchoolPLUS with values equal to each 215XXX code.


Configure Integration link

Create SameGoal account in eSchoolPLUS link

Create a user account and configure the "eschoolPLUS Version" widget on the "Home" screen.

Configure SameGoal integration information link

Visit Settings > District Information > Details tab in SameGoal using an administrative account. Scroll down to find eSchoolPLUS, and click the add Integration information button if an eSchoolPLUS screen is not already displayed. Complete the following fields under the horizontal line in the eSchoolPLUS configuration section:

Testing and Go Live link

If your district wishes to run the integration in a SANDBOX prior to switching the integration live:



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