ohio emis field mapping documentation iepplus data mapping.pdf · ohio data collection tool for...

OH EMIS

SunGard K-12 Education Copyright 2016 of 20 Last Updated: 9/30/2016

Ohio EMIS Field Mapping Documentation

IEPPLUS

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OH EMIS


TABLE OF CONTENTS

FIELD MAPPING ..................................................................................................................................................................................................................................................... 3

IEPPLUS SCREEN EXAMPLES ............................................................................................................................................................................................................................................... 9 RULES .......................................................................................................................................................................................................................................................................... 13 PRINTING EMIS ERROR AND DATA CHECK REPORTS .............................................................................................................................................................................................................. 14

EMIS Reporting from Advanced Reporting ............................................................................................................................................................................................................. 14 EMIS Reporting from Run a Report Menu .............................................................................................................................................................................................................. 15

EMIS UPLOAD WIZARD - IEPPLUS TO ESCHOOLPLUS ........................................................................................................................................................................................... 16

EMIS REVISION HISTORY .................................................................................................................................................................................................................................................. 19

OH EMIS


FIELD MAPPING

OHIO Data Collection Tool for Students with Suspected/Identified Disabilities

Students with an active Enrollment record with a Student Status Type = Special Education) will integrate the EMIS data integration rules. IEPPLUS uploads data into the SunGard eSchoolPLUS application for EMIS reporting. The grid below outlines each state reporting data element and where the data is stored in IEPPLUS. EMIS Alternate Codes are stored in Maintenance, Manage Code Tables. **** Refer to ODE’s EMIS State documentation for the latest EMIS manual as this is just a reference guide.

A. Date Type Codes: Activity

(GE100)

Event Date from PR-XX

form (GE 110)

Outcome (GE 120) Begin

Date (GE 140)

End Date (GE 150)

Compliance

IEPPLUS Requirements

1. PSTC (Preschool Transition -transition from Help Me Grow). - Transition from Part C to Part B ONLY

Referral Date N/A

N/A

Outcome/Extension

N/A

Referral,(Referral Code Table) EMIS Code = PSTC

2. RFRL (Referral for Evaluation - after the child is suspected of having a disability)

Referral Date N/A N/A Referral, (Referral Code Table) EMIS Code = RFRL

3. CNST (Parent Consent for Evaluation -on or after referral date)

Referral Consent Date

CNGR, CNRF, CNNR, CNDP, CNGI, CNGO (CNGT – no longer in use)

Referral Results (see Outcomes)

Referral, (Referral Code Table) EMIS Code = RFRL and Consent to Test Date field in Referral record is populated OR Referral

Result (Outcome) is populated

4. IETR (Initial Evaluation Team Report -Completion due 60 days from consent)

Meeting Date

ETNE ETDP

Meeting

Extension, EMIS Code

Meeting Type, EMIS Code = IETR and Meeting

Result (Outcome) EMIS Code Or

Disability Category: ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

OH EMIS



(GE100)


form (GE 110)


Date (GE 140)

End Date (GE 150)

Compliance


5. IIEP (Initial IEP - 30 days from ETR Completion; by third birthday if PSTC)

Meeting Date

IENS IEPR IEDP

Placement Start Date on or after the meeting date

Reports the date that is 1 year, minus 1 day from the meeting date.

Meeting Extension, EMIS Code

Meeting Type, EMIS Code = IIEP And a valid Meeting Result

(Outcome) EMIS Code

LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE21 IE38 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

Testing Requirements: Reports EMIS Alt Code of

Test Type that is = to Meeting Date

6. AIEP (Amended IEP) Meeting Date

Reports AIEP Meetings only if there is a change to the prior IIEP or RIEP LRE, Test Type or OGT consequences. Non reportable AIEP meetings will be listed on the EMIS Upload Summary report found in the Run A Report menu for reference purposes.

Reports the AIEP Meeting Date

Reports the end date of the prior EMIS reportable IIEP or RIEP record

N/A

Meeting Type, EMIS Code = AIEP and a valid

Meeting Result (Outcome) EMIS Code

Testing Requirements:

Reports EMIS Alt Code of Test Type that is on or before the Mtg. Date

NIEP Meeting Date All %IEP outcome values are applicable

The Meeting Date reports as Outcome Start Date

Reports 00000000 unless meeting outcome end date* is filled in

10, 11 or 12

* The finalization process of the IEP or Service Plan dated after NIEP meeting will automatically update

NIEP meeting outcome end date with day before

IEP start date.

Secondary Planning reports **** only.

IEP Test Type *** only.

7. IISP (Individual Service Plan) Meeting Date IE39 Only

Placement Start Date on or after meeting date

Reports the date that is 1 year, minus 1 day from the meeting date

N/A

Meeting Type , EMIS Code = IISP and Meeting Result (Outcome) EMIS =

IE39

Testing Requirements: Reports EMIS Alt Code of Test Type that is on the

Meeting Date

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(GE100)


form (GE 110)


Date (GE 140)

End Date (GE 150)

Compliance


8. RISP (Individual Service Plan) Meeting Date IE39 Only

Placement Start Date on or after meeting date


N/A

Meeting Type - EMIS Code = RISP

Testing Requirements: Non-Amended Service

Plan or Meeting not linked to a Service Plan:

Reports the EMIS Alt Code of the Test that is

on the RISP meeting date

Testing Requirements: A meeting linked to an Amended/Revised

Service Plan: Reports the EMIS Alt Code of Test

that is on or before the RISP meeting date

9. RETR (Reevaluation Team Report - 3 years from prior ETR)

Meeting Date

ETDP ETEX Disability Category (circle):

Student, Meeting Extension, EMIS Codes

Meeting Type, EMIS Code = RETR AND Meeting

Result, EMIS Code

ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

10. RIEP (Periodic Review of IEP - 1 year from previous IEP)

Meeting Date

IENS IEPR IEDP Placement Start Date on or after RIEP meeting date


Student, Meeting Extension, EMIS Codes

Meeting Type, EMIS Code = RIEP and Meeting

Result

LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

Or Student, Placement, EMIS Code

OH EMIS



(GE100)


form (GE 110)


Date (GE 140)

End Date (GE 150)

Compliance


11. TETR (Transfer Student ETR Adoption)

Meeting Date ET01 ET02 ET03 ET04 ET05 ET06 ET08 ET09 ET10 ET12 ET13 ET14 ET15 ET16

TETR Meeting Date

Student, Meeting, Meeting Dates, End Date

Meeting Type, EMIS Code= TETR and

Disability with applicable EMIS Code

12. TIEP (Transfer Student IEP Adoption)

Meeting Date LRE codes: IE13 IE14 IE15 IE16 IE17 IE18 IE19 IE20 IE38 IE39 IE51 IE53 IE55 IE56 IE60 IE62 IE64 IE70 IE72

Reports the TIEP Outcome start date that is within the meeting.

Reports the TIEP Outcome end date that is within the meeting.

N/A Meeting Type, EMIS Code

= TIEP Meeting Results (e.g. IE13)

13. CIEP (IEP consent withdrawn by Parent) For a previously written IEP that is still in effect

Meeting Date IEPR N/A Meeting Type, EMIS Code = CIEP, Meeting Result =

IEPR

14. SEMD (Manifestation Determination completion Date).

Meeting Date **** Not Applicable

Reports 00000000 (Not Applicable)

Reports 00000000 (Not Applicable)

** N/A

Secondary Planning reports **** (N/A)

IEP Test Type reports = *** (N/A)

**** Noncompliance = Not Applicable. Note: The IEPPLUS file will contain ~~’s instead of **’s for ‘Not applicable’ in all fields as necessary. eSchoolPLUS stores ~~~’s so when EMIS is exported they are convert to *’s at that time.

OH EMIS


B. Secondary Planning Element (Transition Plan reported for students 14 yrs or older)** (GE 170)

**** TPNP TFYG TMYG TPCE Not applicable (****) must be used for students less than 14 yrs old.

Placement record, Diploma field (renamed in GUI config.) called Secondary Planning, reports EMIS Code

C. Testing Requirements ALT, STR, STA, **** Student Test record on or after meeting date (code table = TEST, EMIS Alternate Code)

D. Related Services (2150XX)

(Record any and only those related services described on IEP.

Start Date (Related Service Start Date)

End Date (Related Service End Date)

Service, Service Type = Related Service, EMIS Code

215001 Adaptive Physical Education

215002 Aide

215003 Attendant

215004 Audiology

215006 Interpreting

215007 Medical.

215008 Occupational Therapy

215009 Orientation & Mobility

215010 Physical Therapy

215011 Reader Services

215012 Psychological

215013 Speech-language Pathology

215015 Rehabilitation counseling

215017 Parent counseling and training

215018 Counseling

215020 Recreational

215021 Special Transportation

215022 Social Work

215026 School health services

215027 School nurse services

215023 Other

OH EMIS


E. Preschool Itinerant Services 220100 Provider: Service, Service Type = Related Service, EMIS Code Uploads the Service Staff’s ID.

D. Special Education Graduation Record

Assessment Area Code

Assessment Type Code

Exemption Flag IEP Date IEP Type IEPPLUS Location

Assessment areas stored in meeting record

R (Reading) GX Y N Mtg. Date Mtg. Type Meeting, Reading box checked reports a Y

W (Writing) GX Y N “” “” “” (Writing)

M (Math) GX Y N “” “” “” (Math)

C (Social Studies) GX Y N “” “” “” (Social Studies)

S (Science) GX Y N “” “” “” (Science)

OH EMIS


IEPPLUS SCREEN EXAMPLES

Referral:

Meetings: Meeting records have the ability to report multiple Outcomes when the student changes placement during the reporting range. The second outcome is saved to Meeting Outcomes and reported to the ‘EMIS Student Attribute – No Date’ screen in eSchoolPLUS, ‘LRE Outcome’ field.

OH EMIS


NIEP Meetings: NIEP meetings will display a Meeting Outcome field. Upon the finalization of an IEP or Service Plan form, the system will automatically populate the NIEP outcome end date with the day before the new IEP start date.

Meetings – Extensions Tab:

OH EMIS


TETR Meetings: For TETR Meetings, 2 additional fields will be active, Outcome Start Date and Outcome End Date.

Placements (Secondary Planning):

OH EMIS


Diploma Code Table:

Testing Requirements:

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eSchoolPLUS Screens

LRE Outcome (Oct 31): This data is integrated into the Reg_User screen 618, Field 16 called LRE Outcome (Oct 31). Data Integration will only report the latest LRE Outcome, with applicable meeting type, for a meeting date that is on or prior to today's date.

RULES

All Referrals must have Consent Date OR a Referral Outcome.

All Meeting records must have a Result/Outcome OR a Disability. See data integration rule section for more information.

OH EMIS


PRINTING EMIS ERROR AND DATA CHECK REPORTS

EMIS REPORTING FROM ADVANCED REPORTING

SELECT IEPPLUS, REPORTING, ADVANCED REPORTING

Select the Report (ie EMIS_DataCheck)

Version - select the appropriate year or the latest year in the drop down (i.e. 2011_2012).

Start/End Dates – enter the EMIS reportable data range.

Select Refresh to gather the most recent IEPPLUS data

Select the report version you wish to run

Select the drop down labeled ‘Run Report Information’. There are usually two (or more) reports that can be run from here.

Select the ‘Error Report’ first for data cleanup. This report will help to identify potential errors before running the master report (ie. Data Check Report) which displays ALL students with and without errors.

Select ‘Run’ icon to view/print the report. NOTE: If you make changes to data, don’t forget to ‘refresh’ the report again!

Docs Button: Stores the IEPPLUS instructions Filtering Options: The filtering options allow the user to filter particular types of records (e.g. Meetings). Process Finalized Records Only: This option will only report data for students with Finalized records. (For Example: A student has an IEP in preparation for a meeting but form has not yet been completed/finalized, these records would not be in the EMIS Upload).

OH EMIS


EMIS REPORTING FROM RUN A REPORT MENU

From the Reporting Menu, Select Run A Report. Type EMIS in the Search field and click on Search. All reports with the words EMIS will be listed. The EMIS Upload Error report details any errors that are found from the last time the EMIS integration was run. Each student will appear listing the error message and Rule Name. SunGard recommends running this report routinely since any data appearing on this report will NOT be uploaded to eSchoolPLUS. The EMIS Upload Summary Report details all students that successfully uploaded to eSchoolPLUS. In addition, on page 1 it indicates when the integration process started and when it completed. If the Process Completed information is blank, the integration process is still running or it did not complete successfully. At the end of this report, it will list a section called “Amendment Meetings Not EMIS Reportable”. These are AIEP meetings in which the LRE, Test Type or Graduation Exemptions did not change, thus the meeting is in fact not reportable to EMIS.

OH EMIS


EMIS UPLOAD WIZARD - IEPPLUS TO ESCHOOLPLUS

Functionality:

IEPPLUS will upload disability, disability determination, meeting, referral, testing, placement and service information into the appropriate eSchoolPLUS tables.

Wizard Options:

SubmissionDate: This is the date of the submission. Default is today’s date.

StudentStartDate: This is the start date to locate active students.

StudentEndDate: This is the end date to locate active students.

FilterStartDate: This is the start date to upload information only within this date range.

FilterEndDate: This is the end date to upload information only within this date range.

FinalizedOnly: This is the flag to only process finalized records. Acceptable values are Yes and No. Default is No.

IgnoreUnableToLocateStudents: This is the flag to remove students who are not found in the eSchoolPLUS database from the error report. Acceptable values are Yes and No. Default is No.

PrimaryPlacementOnly: This is the flag to only process primary placement records. Acceptable values are Yes and No. Default is No.

Wizard Functionality:

The EMIS Upload now has the ability to run through a wizard to select specific students to upload. The wizard also has desired options related to which records get uploaded. The wizard screen will look similar to the following:

OH EMIS


EMIS Integration Rules:

The EMIS Upload is now broken down into nine upload rules. These rules can be turned on/off in the data integration module, under the Maintenance, Rule menu option. The eight upload rules are:

o EMIS – Disability Information: This rule will exchange data between the eSchoolPLUS ‘REG_DISABILITY’ table and the IEPPLUS disability information.

o EMIS – Disability Determination Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS disability determination information.

o EMIS – Disability Determination Information #2: This rule will exchange data between the eSchoolPLUS 'OH_EMIS_PROGRAMS' table and the IEPPLUS disability determination information.

o EMIS – Meeting Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS meeting information. EMIS upload process will report an error when 'No meeting is found' (Reporting > Run a Report > EMIS Upload Errors) if the student has an active Enrollment record. 'Active' means the Start date is not blank and is not in the future and End Date is blank or some date in the future.

o EMIS – Placement Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS placement information. o EMIS – Placement Information #2: This rule will exchange data between the eSchoolPLUS 'OH_EMIS_PROGRAMS' table and the IEPPLUS

placement information. o EMIS – Service Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS service information. o EMIS – Service Information #2: This rule will exchange data between the eSchoolPLUS 'OH_EMIS_PROGRAMS' table and the IEPPLUS service

information.

OH EMIS


o EMIS – Referral Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS referral information. Referrals with EMIS Outcome Code of CNGI (Consent Granted Initial) will require a Consent Date. Referrals with any other EMIS Outcome Code will not require a Consent Date. The date logic will ignore records with a Consent Date or Referral Date outside the reporting period. Students with any referral errors will display on the EMIS Upload Error report (Reporting > Run a Report > EMIS Upload Error). The referral information will not upload until the errors have been addressed.

Depending on which disability determination, placement and service rules are turned on, the upload will delete all information related to that student from:

o The eSchoolPLUS REG_USER table for screen 605 with an EMIS value of ‘220100’ or that start with ‘205’ or that start with ‘21’. o The eSchoolPLUS OH_EMIS_PROGRAMS table with an EMIS value of ‘220100’ or that start with ‘205’ or that start with ‘21’.

If the placement or service rule is turned on and the EMIS value is ‘220100’, it will upload the staff role id as well.

If the disability rule is turned on, the upload will delete all information related to that student from the eSchoolPLUS REG_DISABILITY table.

If the meeting rule is turned on, the upload will delete IETR, IIEP, AIEP, RIEP, FIEP, RETR, TETR, TIEP and CIEP information related to that student from the eSchoolPLUS REG_USER table for screen 612. AIEP Meetings Only: Only AIEP meetings that have a change to the most recent EMIS reportable meeting where the LRE, Graduation Assessments or Test Types changed. If none of those elements have changed, the AIEP meeting will not upload to eSchoolPLUS. The AIEP meeting will appear on the EMIS Upload Summary report from the Run A Report menu.

If the meeting rule is turned on, the upload will delete the LRE specific information from the eSchoolPLUS REG_USER table for screen 618, field 16.

If the referral rule is turned on, the upload will delete PSTC, RFRL and CNST information related to that student from the eSchoolPLUS REG_USER table for screen 612.

The rule maintenance screen will look similar to the screen to the right:

OH EMIS


EMIS REVISION HISTORY

9/30/16: The EMIS Upload to eSchoolPLUS Screen 618, Field 16, will only report LRE Outcomes with applicable meeting types for a meeting date that is on or prior to today's date. 2/16/2016: EMIS rules were all changed to only upload EMIS data for students that are special education (not 504). The rules will require a student to have an enrollment record with the type = Special Education to upload EMIS. 12/11/2015: Updated to add SEMD Meeting Event Type. 05/22/2015: Updated LRE Dec1 to LRE Oct 31. 08/12/2014: Revised meeting upload rule to look for an active Enrollment record for the student. 07/09/2014: Added Referral validation information. Updated the chart to match the 2013-2014 school year. 02/11/2014: Updated the CNGT item adding CNGT as a valid code. 11/19/2013: Item E. Preschool Itinerant – added that the service staff ID is also uploaded to eSchoolPLUS. 07/03/2013: Corrected a typo in item 10 (RIEP) and item 11 (TETR). 03/22/2013: Updated the documentation to match the ODE’s state changes included in the EMIS Data Collection Tool document dated 12/6/12 (revised). AIEP – outcome is now the meeting date, PISP is now IISP and RISP. 02/13/2013: Updated new Data Integration screen shots. Included 2013 EMIS changes (AIEP, PISP, Graduation Consequences, new Outcome Element codes). 06/22/2011: Updated dates for 2011/2012.

- Changed reporting of Referrals from meetings to Referral records.

OH EMIS


- TETR, TIEP: Reporting changed from Important Dates (ETRD and ETRC - Start/End Dates) to the student’s meeting record, Dates tab. This record will store the District’s adopted start and adopted form end date. This will eliminate the problem when the next form is created and the important dates were overwritten prior to the actual end date (i.e. a new IEP created prior to the end of the adopted end date was changing the actual adopted end date being reported to EMIS.)

10/18/2010: Ability to track multiple Outcomes. A new field has been added on the EMIS Summary screen (meeting outcome, order #99) which will report up to EschoolPLUS, EMIS Student Attribute-No Date, LRE Outcome field. Documentation updated: Removed IE50, 52, 54 and added IE51, 53, 55, 56; description changes by SED also updated in our instructions. 10/27/2010: Changed meeting types of TETR and TIEP from Placement Dates to Student, Important Dates as follows:

- Meeting Type =TIETR, use date from ETR Next Due Date with alt code of ETRD - Meeting Type = TIEP, use date from Next IEP Review, alt code of NIEP

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