EMIS Data Mapping - SunGard K-12 Education Data Mapping.pdf · IEPPLUS uploads data into the SunGard eSchoolPLUS application for EMIS reporting. The grid below outlines each state

Ohio EMIS

SunGard K-12 Education Copyright

2013

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Last Modified: 11/19/13

Ohio EMIS Field Mapping Documentation

IEPPLUS

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TABLE OF CONTENTS

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

IEPPLUS SCREEN EXAMPLES ................................................................................................................................................................................................................... 9 ESCHOOLPLUS SCREENS ...................................................................................................................................................................................................................... 12 RULES ............................................................................................................................................................................................................................................. 12 MASTER CODE SHEET .......................................................................................................................................................................................................................... 12

Date Type Element ................................................................................................................................................................................................................. 12 Secondary Planning Element ................................................................................................................................................................................................ 19 Related Services Program Codes ........................................................................................................................................................................................ 20 Assessment Codes ................................................................................................................................................................................................................. 21 Required Test Type Element ................................................................................................................................................................................................. 21

PRINTING EMIS ERROR AND DATA CHECK REPORTS .................................................................................................................................................................................. 21 EMIS Reporting from Advanced Reporting ................................................................................................................................................................................ 21 EMIS Reporting from Run a Report Menu .................................................................................................................................................................................. 22

EMIS UPLOAD WIZARD - IEPPLUS TO ESCHOOLPLUS ................................................................................................................................................................ 23

EMIS REVISION HISTORY ...................................................................................................................................................................................................................... 26

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FIELD MAPPING

OHIO Data Collection Tool for Students with Suspected/Identified Disabilities

2012-2013 School Year - Use for Events from June 1, 2012 through May 31, 2013

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

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

5. IIEP (Initial IEP - 30 days from Meeting IENS IEPR IEDP Placement Start Date

Placement start date,

Meeting Extension,

Meeting Type, EMIS Code = IIEP And a

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ETR Completion; by third birthday if PSTC)

Date on meeting date

adding 1 year, minus 1 day

EMIS Code

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.

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

7. IISP (Individual Service Plan) Meeting Date

IE39 Only

Placement Start Date on meeting date

Placement start date, adding 1 year, minus 1 day

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

8. RISP (Individual Service Plan) Meeting Date

IE39 Only

A Mtg linked to a Non Amended Service Plan or not linked to a Service Plan at all: Reports the Placement Start Date on the meeting date OR A Mtg linked to an Amended/ Revised Service Plan:

A Mtg linked to a Non Amended Service Plan or not linked to a Service Plan at all: Placement start date, adding 1 year, minus a day OR A Mtg. linked to an Amended/Revised Service Plan: Reports the

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

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Reports the RISP Meeting Date

prior EMIS reportable RISP Outcome End 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 RIEP meeting date

Placement start date, adding 1 year, minus 1 day

Student, Meeting Extension, EMIS Codes

Meeting Type, EMIS Code = RIEP and

Meeting Result


Or Student, Placement, EMIS Code

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


A TIEP Meeting will display an Outcome Start Date field. Reports the date.

A TIEP Meeting will display an Outcome End Date field. Reports the End Date.

N/A Meeting Type, EMIS Code = TIEP Meeting

Results (e.g. IE13)

13. FIEP (Final IEP meeting prior to graduation) - Graduating shortly after the anniversary date of the previous IEP.

Meeting Date

Placement Start Date

Placement Start date, plus 1 year, minus 1 day

N/A Meeting Type, EMIS

Code = FIEP

14. 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

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**** Noncompliance = Not Applicable. Non-Compliance ID Element

Meeting Extensions / NonCompliance

** 01 02 03 04 05 06 07 08 09

Meeting Type, EMIS Code

Meeting Extension/

NonCompliance, EMIS Code

B. Has the student been removed to alternative school setting? EMIS program code

211001 (circle if appropriate)

Student Placement, EMIS Code 211001

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

**** TPNP TFYG TMYG TPCE

Placement, Diploma field (Secondary Planning), EMIS Code

D. Related Services (2150XX)

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

Start Date (RelatedService Start Date)

End Date (Related Service End Date)

Service, Service Type = Related Service, EMIS Code

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

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215021 Special Transportation

215022 Social Work

2150xx School health services

2150xy School nurse services

215023 Other

E. Preschool Itinerant Services

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

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*F. Testing Requirements

TEST TYPE required by IEP:

ALT STR STA ***

Accommodations

required:

** NO Y1 Y2

Y3

IEPPLUS Test (EMIS Alt Code)

See above for specific Date Type Codes for logic on how the Testing Requirements are reported

G. Special Education Graduation Record

Assessment Area Code

Assessment Type Code

Exemption Flag IEP Date

IEP Type

IEPPLUS Location

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)

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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.

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Meetings – Extensions Tab:

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

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Placements (Secondary Planning):

Diploma Code Table:

Testing Requirements:

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eSchoolPLUS Screens

LRE Outcome (Dec 1): This data is integrated into the Reg_User screen 618, Field 16 called LRE Outcome (Dec 1).

RULES

• All Referrals must have Consent Date OR a Referral Outcome.

• All Meeting records must have a Result/Outcome OR a Disability.

MASTER CODE SHEET

Date Type Element PSTC Preschool Transition Conference Date

This is the date of the preschool transition conference arranged by the Early Intervention Service Coordinator

(Department of Health) with the school district. The conference is for a student who is suspected of having a disability

and may be transitioning from Part C (Early Intervention/Help Me Grow) to Part B preschool special education services.

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It is federally mandated that the district attend this conference. The conference generally occurs between 90 and 120

days before the child’s 3rd birthday.

This option can be only used for preschool students that are suspected of having a disability and may be transitioning

from Part C (Early Intervention /Help Me Grow) to Part B preschool special education, NOT to be used for school-age

children.

RFRL Referral for Evaluation Date The date the PR04-Referral for Evaluation form is received by the District. This date should be reported for all students

referred for evaluation since the last reporting cycle.

CNST Parent/Guardian Consent for Evaluation Date The date the parent/guardian grants/refuses consent for evaluation, from PR05-Parent Consent for Evaluation Part 1

(Grant Consent) or Part 2 (Refuse Consent). This element should be reported with an Outcome ID to indicate status

(e.g., Consent Granted, Consent Refused, etc.).

IETR Evaluation Team Report Completion Date-Initial

The date the PR06-Evaluation Team Report is completed (from Part B, PR06). This element should be reported with an

Outcome ID to indicate status (e.g., Student was determined to be eligible for services; Student was determined to NOT

be eligible for services, etc.). If the Evaluation Team Report initial completion date does not meet mandated federal

time lines then a Non-compliance ID is required.

RETR Evaluation Team Report Completion Date-Reevaluation The date the PR06-Evaluation Team Report is completed (from Part B, PR06). This element should be reported with an

Outcome ID to indicate status (e.g., Student was determined to NOT be eligible for services, student was determined to

have Autism, etc.). If the Evaluation Team Report reevaluation completion date does not meet mandated federal time

lines then a Non-compliance ID is required.

TETR Transfer Evaluation Team Report Completion Date

Date the district adopted an ETR developed by another public educational entity WITHOUT modification. This

element should be reported with an Outcome ID to indicate status. IIEP IEP Completion Date-Initial The meeting date when the Individualized Education Program was completed. From page 1, PR07-Individualized

Education Program meeting date. If the Individualized Education Program initial completion date does not meet

mandated federal time lines, then a Non-compliance ID is required.

AIEP Amended IEP – The date when an existing IEP has been amended. Must be reported for amendments that change LRE,

test types or decisions related to graduation; such as OGT consequences.

RIEP IEP Completion Date-Periodic Review or Review Other than Annual Review The meeting date when the Individualized Education Program was completed. From page 1, PR07-Individualized

Education Program meeting date. If the Individualized Education Program reevaluation completion date does not meet

mandated federal time lines, then a Non-compliance ID is required.

IISP Initial Indiv. Services Plan - Date the district and the non-public completed the Indiv. Services Plan. Outcome is

always IE39.

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RISP Initial Indiv. Services Plan – Reviewed or Revised Date the district and the non-public revised or updated an existing

Indiv. Services Plan. Outcome is always IE39.

TIEP Transfer Student IEP Adoption Date

Date the district adopted an IEP developed by another public educational entity WITHOUT modification. IF

district chose to modify the IEP for a transfer student they should report the date the IEP was modified as an “IEP

Completion Date-Periodic Review” (RIEP).

FIEP Final IEP Team Meeting Prior to Graduation

Beginning in FY10, an FIEP is reported when an IEP team meeting is held for a special education student with an

IEP who will be graduating shortly after the anniversary date of the previous IEP. The use of this Date Type

indicates that there will be no change of service(s) between the date of the last IEP and graduation; therefore, the

IEP document completed at the IEP team meeting contains no new goals, objectives, or services. If the IEP team

decides that there will be a change in services prior to graduation then a new IEP must be written and a different

Date Type must be reported. Many graduates will not have an FIEP event reported before graduation.

CIEP IEP Consent withdrawn by parent. The date the parent/guardian withdraws consent for a previously written IEP

that is still in effect. When reporting CIEP, the only valid outcome ID is IEPR.

Outcome Codes: **** Not Applicable CNDP Consent Moved to Due Process CNGI Consent Granted for Initial Evaluations (IETR) CNGR Consent Granted for Reviewed Evaluation (RETR) CNGO Consent Granted for Other Special Education Activity (Neither IETR nor RETR) CNNR Consent Not Returned CNRF Consent Refused ETDP ETR Resulted in Due Process ETEX Exiting Special Education. THIS CODE IS TO BE USED WHEN THE IEP TEAM determines a child no longer requires specialized instruction or related services. It is NOT used if a student graduates or withdraws or a parent revokes consent ETNE Not Eligible for Services ET01 Multiple Disabilities (other than Deaf-Blind) ET02 Deaf-Blindness ET03 Deafness (Hearing Impairment) ET04 Visual Impairments ET05 Speech and Language Impairments ET06 Orthopedic Impairments ET08 Emotional Disturbance (SBH)

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ET09 Cognitive Disabilities (Formerly Mental Retardation or Developmentally Handicapped) ET10 Specific Learning Disabilities ET12 Autism ET13 Traumatic Brain Injury (TBI) ET14 Other Health Impaired (Major) ET15 Other Health Impaired (Minor) ET16 Developmental Delay IEDP IEP Resulted in Due Process IENS IEP Complete – Not Served IEPR IEP Complete – Parental Refusal

IE13 Special Education outside the regular class less than 21% of the day.

Student with a disability receiving special education and special education services outside the regular classroom for less than 21% of the school day. This may include placement in:

• Regular classes with special education/ special education services provided within the regular classes;

• Regular classes with special education/ special education services provided outside regular classes;

• Regular classes with special education services provided in resource rooms. IE14 Special education outside the regular class at least 21% of the day and no more than 60% of the day. This may include placement in:

• Resource rooms with special education/ special education services provided within the resource room;

• Resource rooms with part-time instruction in a regular class. IE15 Special education outside the regular class more than 60% of the day. Student with a disability receiving special education and special education services outside the regular classroom for

more than 60% of the school day. Students who receive education programs in public or private separate day or residential facilities should NOT be reported with this code. This category may include:

• Self-contained special classrooms with part-time instruction in a regular class;

• Self-contained special classrooms with full-time special education instruction on a regular school campus;

• Students with disabilities whose parent(s) have opted to home-school them and who receive special education at public expense.

IE16 Public Separate School Student with a disability receiving special education and special education services, at public expense, for greater than 50% of the school day in public separate schools. This may include:

• Students with disabilities attending County Boards of MR/DD;

• Ohio School for the Deaf, Ohio State School for the Blind (if the student does not reside there during the week);

• Public day schools for students with disabilities;

• Public day schools for students with disabilities for a portion of the school day (greater than 50%) and in regular school buildings for the remainder of the school day.

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This does not include:

• Students being educated at a Community School.

IE17 Private Separate School A student with a disability receiving education programs in private separate day school facilitates. This includes children with disabilities receiving special education and special education services, at public expense, for greater than 50% of the school day in private separate schools. This may include:

• Private day schools for students with disabilities;

• Private day schools for students with disabilities for a portion of the school day (greater than 50%) and in regular school buildings for the remainder of the school day;

• Private residential facilities, if the student does not live at the facility. IE18 Public Residential Facility

A student with a disability receiving education programs and living in a public residential facility during the school week. This includes children with disabilities receiving special education and special education services for greater than 50% of the school day in public residential facilities. This may include children placed in:

• Ohio School for the Deaf, Ohio State School for the Blind (if the student resides there during the week);

• Public residential schools for students with disabilities;

• Public residential schools for students with disabilities for a portion of the school day (greater than 50%) and in separate day schools in regular school buildings for the remainder of the school day;

• Correctional facilities such as Department of Youth Services (DYS) or Ohio Central School; Do not include students who received education programs at the facility, but do not live there during the week (see public separate facility).

IE19 Private Residential Facility A student with a disability receiving education programs and living in a private residential facility during the school week. This includes children with disabilities receiving special education and special education services, at public expense, for greater than 50% of the school day in public residential facilities. This may include children placed in:

• Private residential schools for students with disabilities;

• Private residential schools for students with disabilities for a portion of the school day (greater than 50%) and in separate day schools or regular school buildings for the remainder of the school day.

Do not include students who received education programs at the facility and not living there. IE20 Homebound/Hospital

A student with a disability receiving education programs in a homebound/hospital environment includes children with disabilities placed in and receiving special education and special education services in:

• Hospital programs;

• Homebound programs. Do not include children with disabilities whose parents have opted to home-school them and who receive special education at public expense.

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IE21 Correctional Facility. IE38 A student with a disability placed in a state-approved nonpublic school by a public school district and

receives services through an IEP. IE39 A student with a disability who was enrolled by his/her parent(s) or guardian(s) in a regular parochial or other

state-approved nonpublic or private school and whose basic education is paid for through private resources and who receives special education and related services at public expense from an LEA under a Services Plan. Include children whose parents chose to home school them but who receive special education and related special education services at the nonpublic school at public expense. Do not include children who are placed in private schools by the LEA. This code can only be used as an outcome of an ISP.

IE51 Regular Early Childhood Program 10 or More Hours per week and most services in EC program Children attending a regular early childhood program at least 10 hrs per week and receiving the majority of special

education and special education services in the regular early childhood program. IE53 Regular Early Childhood Program Less Than 10 Hours per week and most services in EC program Children attending a regular early childhood program less than 10 hrs per week and receiving the majority of

special education and special education services in the regular early childhood program. IE55 Regular Early Childhood Program 10 or More Hours per week and most services not in EC program Children attending a regular early childhood program at least 10 hrs per week and receiving the majority of special

education and special education services in some other location. IE56 Regular Early Childhood Program Less Than 10 Hours per week and most services not in EC program Children attending a regular early childhood program less than 10 hrs per week and receiving the majority of

special education and special education services in some other location. IE60 Pre-School – Special Education Program – Separate Class A special education program where a special education student is in a class with 51% or more students with

disabilities. Do not report if student is also enrolled in Regular Early Childhood Program. IE62 Pre-School – Special Education Program – Separate School A special education program in which a student receives all of his/her special education and special education

services in an educational program in public or private day schools designed specifically for children with disabilities. Do not report if student is also enrolled in Regular Early Childhood Program.

IE64 Pre-School – Special Education Program – Residential Facility A special education program in which a student receives all of his/her special education and special education

services in a publicly or privately operated residential school or in a residential medical facility on an in-patient basis. Do not report if student is also enrolled in Regular Early Childhood Program.

IE70 Pre-School–Home

A program in which a child receives all of his/her special education and special education services in the principle residence of the child’s family or caregivers and who did not attend an early childhood program or a special education program provided in a special class, separate school, or residential facility. Included are children who receive special education BOTH at home AND at a service provider location.

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IE72 Pre-School – Service Provider Location A program in which a student receives all of his/her special education and special education services from a service

provider and did not attend an early childhood program or special education program provided in a separate class, separate school, or residential facility. For example, speech instruction is provided in private clinicians’ offices, clinicians’ offices located in school buildings, hospital facilities on an outpatient basis, libraries, and other public locations.

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Note. The event date for Outcome ID Element ETEX is considered the date on which the student exited Special Education as a

result of the IEP team decision. ETEX is NOT reported when a student graduates or withdraws. Once a student has exited Special

Education “**” are reported in the Disability Condition Element on the Student Attributes-Effective Date Record (FD).

The code for alternate setting remains a program code, 211001.

Non-Compliance ID Element ** Not Applicable) 01 No Identified Reason (Includes weather related delays) 02 Staff Not Available-Summer Months 03 Staff Not Available-School Year 04 Scheduling conflicts with family 05 Parental Choice 06 Parent Refused Consent (OR repeatedly didn’t show up at scheduled meeting) 07 Child’s Health 08 Student’s Incarceration 09 District in compliance with due process timelines, but incorrect/missing data reported in EMIS in a prior reporting period

Secondary Planning Element

**** Not Applicable

TPNP Transition Plan Not in Place

TFYG (FYG-Four-Year Grad) Transition Plan in Place. Student plans to meet graduation requirements four years after entering

ninth grade.

TMYG (MYG- Multi-Year-Grad) Transition Plan in Place. Student plans meet graduation requirements more than four years

after entering ninth grade.

TPCE (CPE – Planned Continuation of Ed services) Transition Plan in Place, student has met graduation requirements but

needs additional education services prior to enrollment in college or employment and will continue to be enrolled and

receive service as a Grade 23 student.

Reporting Instructions. Determining when a student will have completed coursework and will graduate, or will have completed coursework but

needs additional education services in preparation for employment or enrollment in college, is a decision made by the IEP team and

documented on the transition plan.

The decision can be made any time PRIOR to the start of the student’s last year.

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This decision may include, but is not limited to, IEPs that specify the student will need more than one year to complete the requirements for a

single grade level. For example, option TMYG would be used if a student’s IEP specifies that the student needs two years to complete the

coursework that is needed to move from ninth to tenth grade.

For a student to be reported with a grade level 23 in September, the IEP meeting date should precede the graduation date of the district, or for

practical purposes, prior to Yearend (N) reporting. The IEP must include special education services. For example, a student with OHI disability

can’t simply be code 23, and take all courses via PSEO.

Related Services Program Codes

215002 Aide

215003 Attendant

215004 Audiology

215006 Interpreting

215007 Medical.

215008 Occupational Therapy

215009 Orientation and 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

2150xx School health services

2150xy School nurse services

215023 Other

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Assessment Codes Required Test Type Element

STR Standard: (regular) ALT Alternate Assessment: (Standards-based alternate assessment), as required by IEP

STA Standard with Accommodations Accommodations

Y1 504 plan accommodations

Y2 IEP accommodations

Y3 LEP accommodations other than the use of a dictionary and/or extended time

Y4 Accelerated

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.

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• 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).

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.

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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:

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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.

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.

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o EMIS – Referral Information: This rule will exchange data between the eSchoolPLUS 'REG_USER' table and the IEPPLUS

referral information.

• 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 the

screen to the right:

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EMIS REVISION HISTORY

11/19/13: Item E. Preschool Itinerant – added that the service staff ID is also uploaded to eSchoolPLUS.

7/3/13: Corrected a typo in item 10 (RIEP) and item 11 (TETR).

3/22/13: 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.

2/13/13: Updated new Data Integration screen shots. Included 2013 EMIS changes (AIEP, PISP, Graduation Consequences, new Outcome

Element codes).

10/18/10: 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.

10/27/10: 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

-

6/22/11: Updated dates for 2011/2012.

- Changed reporting of Referrals from meetings to Referral records.

- 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 (ie a new

IEP created prior to the end of the adopted end date was changing the actual adopted end date being reported to

EMIS.)

Documents

EMIS Data Mapping - SunGard K-12 Education Data Mapping.pdf · IEPPLUS uploads data into the SunGard eSchoolPLUS application for EMIS reporting. The grid below outlines each state