Tool Search: KECS LEAD Extract
KECS LEAD Extract Caseload (Aggregate) Report
Caseload (Aggregate) Logic
The Caseload (Aggregate) report will generate an aggregated list of information for each case manager grouped by: End Year, District Number, District Name, Case Manager Person ID. The Caseload (Aggregate) report will sort by the following in ascending order: End Year, District Name, Case Manager Person ID.
This report selects records from the Detail report where:
- State ID, Primary Disability Enrollment, and Case Manger PersonID are NOT NULL
- Reporting is done at the district level so students may have enrollments in multiple calendars or schedule structures
- If the Detail report has more than one Enrollment ID for a student within the same school:
- If multiple enrollments exist with the same Service Type, report the one where the Enrollment End Date is NULL or is the last day of instruction
- Report the enrollment with Service Type = P
- If no primary enrollments, report the enrollment with Service Type = S
- If no partial day enrollments, report the enrollment with Service Type = N
- Case Manager Person ID will be 0 if any active students with a disability do not have an active case manager.
Caseload (Aggregate) Elements
| Data Element | Requirement/Rules | Path | Format |
|---|---|---|---|
| Date Time Generated | Date time the extract was generated. | N/A | MM/DD/YYYY HH:MM |
| EndYear | Reports the end year for a reported school session. | System Administration > Calendar > School Year > End Year | XXXX 4-digit number (e.g. 2022 for SY 21-22) |
| District Number | Reports the unique number or alphanumeric code assigned to the reporting district. | System Administration > Resources > District Information > District > State District Number | XXX 3-digit number |
| District Name | Reports the name of the reporting district. | System Administration > Resources > District Information > District > Name | Text |
| Case Manager Person ID | Reports the unique Person ID of the student’s special education case manager. Students who do not have a case manager should be aggregated on a row where Person ID is reported as 0. | Census > People > Demographics > Person Information > PersonID | Integer |
| Case Manager First Name | Reports the first name of the student’s special education case manager. Students who do not have a case manager should be aggregated on a row where First Name is reported as Blank. | Census > People > Demographics > Person Information > First Name | Text |
| Case Manager Last Name | Reports the last name of the student’s special education case manager. Students who do not have a case manager should be aggregated on a row where Last Name is reported as Blank. | Census > People > Demographics > Person Information > Last Name | Text |
| Low Grade | Reports the lowest grade level of enrollment for the caseload. Possible values are grade levels 95 through 20. Report the lowest grade level of enrollment for the caseload based on the list above. | Search > Course/Section > Section > Roster | Code (e.g. 00) |
| High Grade | Reports the highest grade level of enrollment for the caseload. Possible values are grade levels 95 through 20. Report the highest grade level of enrollment for the caseload based on the list above. | Search > Course/Section > Section > Roster | Code (e.g. 08) |
| Total Count | Reports the count of distinct students on the caseload. Count of distinct StateIDs on the caseload. | Search > Course/Section > Section > Roster | Integer |
| General Count | Reports the count of all students on the caseload without a disability and who are not English Learners nor Gifted and Talented. Count of distinct StateIDs on the caseload where: • Primary Disability Section is NULL • EL is NULL or 0 • Gifted is NULL or 0 | Roster: Search > Course/Section > Section > Roster Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status> Primary Disability EL: Student Information > Program Participation > English Learners (EL) > Program Status Gifted: Student Information > Program Participation > Gifted & Talented > KY Gifted & Talented Editor > Gifted Category or Gifted Declined Services | Integer |
| SPED 13: Autism Count | Count of students on the caseload with primary disability of 13: Autism. Count of distinct StateIDs on the caseload for the section where Primary Disability Section = 13. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 11: Deaf Blind Count | Count of studentson the caseload with primary disability of 11: Deaf Blind. Count of distinct StateIDs in the roster for the caseload where Primary Disability Section = 11. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 15: Developmentally Delayed Count | Count of students on the caseload with primary disability of 15: Developmentally Delayed. Count of distinct StateIDs in the roster for the caseload where Primary Disability Section = 15. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 07: Emotional Behavior Disability Count | Count of students on the caseload with primary disability of 07: Emotional Behavior Disability. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 07. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 02: Functional Mental Disability Count | Count of students on the caseload with primary disability of 02: Functional Mental Disability. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 02. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 04: Hearing Impaired Count | Count of students on the caseload with primary disability of 04: Hearing Impaired. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 04. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 01: Mild Mental Disability Count | Count of students on the caseload with primary disability of 01: Mild Mental Disability. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 01. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 12: Multiple Disabilities Count | Count of distinct StateIDs on the caseload for the school where Primary Disability Section = 01. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 12. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 08: Orthopedically Impaired Count | Count of students on the caseload with primary disability of 08: Orthopedic Impairment. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 08. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 09: Other Health Impaired Count | Count of students on the caseload with primary disability of 09: Other Health Impaired. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 09. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 10: Specific Learning Disability Count | Count of students on the caseload with primary disability of 10: Specific Learning Disability. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 10. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 05: Speech Language Count | Count of students on the caseload with primary disability of 05: Speech Language. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 05. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 14: Traumatic Brain Injury Count | Count of students on the caseload with primary disability of 14: Traumatic Brian Injury. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 14. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| SPED 06: Visually Impaired Count | Count of students on the caseload with primary disability of 06: Visually Impaired. Count of distinct StateIDs in the caseload for the section where Primary Disability Section = 06. | Primary IDEA: Student Information > Special Ed > General > Documents > KY IEP > Enrollment Status > Primary Disability | Integer |
| English Learner Count | Reports the count of English Learners. Count of distinct StateIDs in the caseload for the section where EL = 1. | EL: Student Information > Program Participation > English Learners (EL) > Program Status | Integer |
| Gifted Count | Reports the count of Gifted/Talented students. Count of distinct StateIDs in the caseload for the section where Gifted = 1. | Gifted: Student Information > Program Participation > Gifted & Talented > KY Gifted & Talented Editor > Gifted Category or Gifted Declined Services | Integer |
| Migrant Count | Reports the count of students designated as migrant. Count of distinct StateIDs in the caseload for the section where Migrant = 1. | Student Information > Program Participation > Migrant | Integer |
| Male Count | Reports the count of male students. Count of distinct StateIDs in the caseload for the section where Gender = M. | Search > Course/Section > Section > Roster | Integer |
| Female Count | Reports the count of female students. Count of distinct StateIDs in the caseload for the section where Gender = F. | Search > Course/Section > Section > Roster | Integer |
| Hispanic or Latino Ethnicity Count | Reports the count of students with a Race Ethnicity of 1: Hispanic or Latino. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 1. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| American Indian or Alaska Native Count | Reports the count of students with a Race Ethnicity of 2: American Indian or Alaska Native. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 2. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| Asian Count | Reports the count of students with a Race Ethnicity of 3: Asian. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 3. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| Black or African American Count | Reports the count of students with a Race Ethnicity of 4: Black or African American. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 4. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| Two or More Races Count | Reports the count of students with a Race Ethnicity of 7: Two or More Races. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 7. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| Native Hawaiian or Other Pacific Islander Count | Reports the count of students with a Race Ethnicity of 5: Native Hawaiian or Other Pacific Islander. Count of distinct StateIDs in thecaseload for the section where State Race/Ethnicity = 5. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| White Count | Reports the count of students with a Race Ethnicity of 6: White. Count of distinct StateIDs in the caseload for the section where State Race/Ethnicity = 6. | Census > People > Demographics > Race/Ethnicity > State Race/Ethnicity | Integer |
| Eco Non-Dis Count | Reports the count of students who are not eligible to participate in the National School Lunch Program. Count of distinct StateIDs in the caseload for the section where Economically Disadvantaged = 0. | Roster: Search > Course/Section > Section > Roster FRAM: FRAM > Eligibility > Eligibility Editor > State Eligibility Code | Integer |
| Eco Dis Count | Reports the count of students who are eligible to participate in the National School Lunch Program. Count of distinct StateIDs in the caseload for the section where Economically Disadvantaged = 1. | Roster: Search > Course/Section > Section > Roster FRAM: FRAM > Eligibility > Eligibility Editor > State Eligibility Code | Integer |
| Homeless Count | Reports the count of students who lack a fixed, regular, and adequate nighttime residence. Count of distinct StateIDs in the caseload for the section where Homeless = 1. | Roster: Search > Course/Section > Section > Roster Homeless: Student Information > Program Participation > Homeless | Integer |
| Foster Care Count | Reports the count of students involved in the Foster Care System. Count of distinct StateIDs in the caseload for the section where Foster Care = 1. | Roster: Search > Course/Section > Section > Roster Foster Care: Student Information > Program Participation > Foster Care | Integer |
| Military Connected Count | Reports the count of students with parents/guardians in Active Military Duty. Count of distinct StateIDs in the caseload for the section where Military Connected = 1. | Roster: Search > Course/Section > Section > Roster Military: Census > People > Military Connections > Military Connections Editor > Status | Integer |
| Grade Count | Count of students in grade level (95-99, 00-12, 14, 20) Count of distinct StateIDs in the caseload for the section where Grade = (95-99, 00-12, 14, 20) | Search > Course/Section > Section > Roster | Integer |
