Tool Search: Special Education Report
The Special Education Report extracts special education data for upload into MEDOE's state system for further manipulation.
Maine Special Education Report EditorTool Rights
Users must have at least R(ead) tool rights in order to generate the Special Education Report.
Special Education Report Tool Rights EditorReport Logic
Logic determines the report population as follows:
- Report a record for each Special Ed State Reporting record (Student Information > Special Ed > General > State Reporting) active in the calendar(s) selected on the extract editor.
- Students must have at least one valid enrollment record in the calendar(s) selected on the extract editor.
- The report will exclude any records tied to the following:
- Enrollment records where State Exclude = True
- Enrollment records where No Show = True
- Grade Levels marked as Exclude from state reporting
- Records tied to Calendars marked as Exclude
- Enrollment records where the Start Date is greater than the Effective Date entered on the extract editor.
- Enrollment records where State Exclude = True
- In order to report, students must have at least one active Special Ed State Reporting record in the calendar(s) selected on the extract editor.
- Only report if one of the following is true:
- Special Ed State Reporting End Date is greater than or equal to the calendar start date.
- Special Ed State Reporting End Date is null.
- Only report if the Special Ed State Reporting State Date is less than or equal to the calendar end date.
- Only report if the Special Ed State Reporting Start Date is less than or equal to the Effective Date entered on the extract editor.
- Only report if one of the following is true:
Generating the Extract
- Enter the Effective Date. Data as of this date will report.
- Select which State Grade Levels will report data.
- Select which Calendars will report data.
- Select the report Format. For submission to the state, select the CSV (State Format).
- To further narrow results, select an Ad Hoc Filter (optional).
- Decide if you want to generate the report or send the report to the state:
Generate Report Click the Generate Report button to immediately generate the report. The report will appear in a separate window in the designated format.
Submit to Batch Clicking the Submit to Batch button to send the extract to the Batch Queue List. Batch Queue functionality provides the ability to schedule when the extract is generated and allows users to navigate away from the Special Education Report editor while the extract is being built. The Batch Queue List also lets users view and access historical Special Education Reports which were run through the Batch Queue tool.
Send to State Clicking the Send to State button will send the report data to the state system (Synergy). Reports sent to the state will appear in the Web Service Queue List where you can view its current status (Status), view all data sent to the state (View Submission), and review any errors returned from the state (View Result).
This functionality requires proper Web Service Account and Web Service Configuration setup.
Understanding the Special Education Report
Use the table below to better understand what each report column means and how it reports data.
Column | Description | Format and Length | Database Location | Campus GUI Location |
|---|---|---|---|---|
| SAUID | Logic reports the State District Number associated with the student's enrollment record. | Numeric, 4 digits | District.number | System Administration > Resources > District Info > State District Number |
| StateStudentID | Logic reports the Student State ID of the student. | Numeric, 9 digits | Person.stateID | Census > Demographics > Student State ID |
| School ID | Logic reports the School Number associated with the student's enrollment record. | Numeric, 4 digits | School.number | System Administration > Resources > School > School Number |
| Year Code | Logic reports the Start Year and End Year of the School Year associated with the student's enrollment record that are linked with a hyphen. | Numeric, 9 digits YYYY-YYYY | SchoolYear.startYear SchoolYear.endYear | System Administration > Calendar > School Years |
| SpedStartDate | The date in which the student began a Special Education Program. Logic reports the Start Date of the student's Special Ed State Reporting record. | Numeric, 8 digits | SpecialEDState.startDate | Student Information > Special Ed > General > State Reporting > Start Date |
| SpedExitDate | The date in which the student exited a Special Education Program. Reporting logic is as follows:
| Numeric, 8 digits | SpecialEDState.endDate | Student Information > Special Ed > General > State Reporting > End Date |
| SpedExitReason | The reason the student exited Special Education. Logic reports the Special Ed State Reporting Exit Reason dictionary Standard Code if the Special Ed State Reporting End Date is less than or equal to the Effective Date entered on the extract editor. Otherwise, report as null. | Alpha, 20 characters Numeric, 20 digits | SpecialEDState.exitReason | Student Information > Special Ed > General > State Reporting > Exit Reason |
| SpedSetting | The student's Special Education setting. Logic reports the Special Ed State Reporting Setting dictionary Standard Code. | Alpha, 10 characters Numeric, 10 digits | SpecialEDState. specialEdSetting | Student Information > Special Ed > General > State Reporting > Setting |
| SpecialEdAlternateAssessment | Indicates the student will be taking an alternate assessment for state assessment purposes. Reporting logic is as follows:
| Alpha, 1 character | SpecialEDState. otherAccommodation | Student Information > Special Ed > General > State Reporting > Alternate Assessment |
| DisabilityCode | The disability for which the student was recieving Special Education services. Logic reports the Special Ed State Reporting Disability dictionary Standard Code. | Alpha, 3 characters | SpecialEDState. primaryDisability | Student Information > Special Ed > General > State Reporting > Disability |
