Student SPED Record (GE) (Ohio Extracts)

Last Modified on 11/18/2024 10:43 am CST

Tool Search: OH Extracts

The Student Special Education Record (GE) is to be reported for all students with a disability or suspected to have a disability. For students reported during the October and December reporting periods, a record is to be reported for all events that occur from June 1st of the prior school year through December 1st of the current school year.

A record is only reported for students attending a public school or for students placed in a non-public school by a public school district. All EMIS reporting entities who either provide education or services to students with disabilities or are the resident district must report this record, except JVSDs and ESCs.

A record reports for all students who have a Special Education Program with an end date or start date within the Date Range entered on the extract editor.

Screenshot of the Student SPE Record (GE) extract editor. Ohio Student SPED Record (GE) Extract Editor

Report Population and Logic

The logic of this report differs based on the fields entered in the student's Ohio IEP. The following event types describe each scenario that would cause the elements in this extract to report as described. See the Layout table below for the details of each field. Following the Report Layout, the Event-Specific Logic table describes how individual fields report based on the Event Type.

Rule #Requirements
R1The following list contains specific logic for state reported Special Education events. All of these events share the same reporting format/elements so there are circumstances when an element in one event is treated differently than in another. Selecting each event details element specific logic pertaining to that particular event. Note: All event record length is = 300 chars.
R1.BR1

If Pull Prior IEPs/Evals is selected, and student has an Admission Date* greater than the Start Date of the extract editor, report the most recent Evaluation (IETR, RETR, TETR, CNST, RFRL) and Plan (IIEP, RIEP, TIEP)  that has a Meeting Date prior to the Start Date of the extract editor. 

*Student Info > General > Enrollments > District Entry Date, with additional logic used when District Entry Date = null.

R1.BR2Only the PSTC event should report from SPED Dates. Use the Date field and Preschool Transition Conference Date to determine the most recent SPED Dates record.
R1.BR3Report the most recent SPED Dates record prior to the Start Date of the extract editor.
R1.BR4Do not report a record for an ETR  when GE Exclude is checked on the ETR.
R1.BR5Do not report a record for an IEP when GE Exclude is checked on the IEP.
R1.BR6Do not report a record if the effective date is greater than 3 years from the ETR meeting date.
R1.BR7Do not report a record if effective date is greater than the IEP end date
R1.BR8When the GE record is generated with the Pull data from SPED product integration option checked:
  1. When the student has any non-State Exclude that occurred on or between the extract editor Start and End Date range, a record must be reported for the student when the SameGoal record exists.
  2. When the student has only State Exclude enrollment(s) on or between the extract editor Start and End Date range, no records may report for the student.
R2The report can be run against a district’s active year as well as any prior year.
R3The report can be run in District Editions.
R4The report is generated in XML and CSV formats as well as human-readable format (HTML). The XML format is the State Format.
R5Enter any requirement to produce the file name here.

Event-Specific Logic

Event Label

Description

Logic

Path

AIEPAmended IEP

If student has a locked Amended IEP with a Start Date that is within the range of the extract editor, report a record if one of the following conditions occurs:

There is a change from the previous document to the new amendment.

  • Special Ed Setting
  • IEP Test Type
  • Secondary Planning
  • Extended School Year Services

OR, If there is a change to an Assessment Exemption


If there are multiple instances of changes in exemptions of Subjects, report only ONE record. Do NOT report duplicate records.

  • Ohio Achievement Assessments
    • Reading
    • Writing
    • Math
    • Social Studies
    • Science
  • End of Course (EOC) Assessments
    • American/United States History
    • Physical Science
    • ELA1
    • ELA2
    • Algebra 1
    • Geometry
    • Mathematics 1
    • Mathematics 2
    • Biology
    • Government

A record does not report if GE Exclude is marked on the IEP or if the extract Effective Date is after the IEP End Date.

Student Information > Special Ed > Documents > IEP > Start Date, Type, Statewide and Districtwide Testing > Excused from OGT

CIEP

IEP Consent Withdrawn by Parent

A record reports for a student if that student has a locked Initial or Reevaluation IEP with a Meeting Date within the date range entered in the Extract Editor and a Special Ed Status of IEPR.

Student Information > Special Ed > Documents > IEP > Meeting Date, Special Education Status

CNST

Parent/Guardian Consent for Evaluation

A record reports for a student if that student has an Initial or Reevaluation IEP with a Meeting Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > Evaluation > Parent Consent for Evaluation

FIEP

Final IEP Team Meeting Prior to Graduation

A record reports for a student if that student has a locked Final IEP with an IEP Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > IEP > Meeting Date

IETR

Evaluation Team Report Completion Date - Initial

A record reports for a student if that student has a locked Initial Evaluation with a Meeting Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > Evaluation > Meeting Date, Type: Initial

IIEP

Initial IEP

A record reports for a student if that student has a locked Initial IEP with a Meeting Date within the date range entered in the Extract Editor, unless the student has a Special Ed Status of IEPR.


Student Information > Special Ed > Documents > IEP > Meeting Date, Type: Initial, Special Ed Status

IISPISP Completion Date - InitialA record reports for a student with a locked initial PSP with a Meeting Date within the extract date range.Student Information > Special Ed > Documents > PSP > Meeting Date, Type: Initial SP
NIEPNo IEP

A record reports for students who have a SPED Dates record with an Outcome entered and an Outcome Beginning Date within the date range.

Reports based on the enrollment active on the Outcome Beginning Date that has a Service Type of P or N.


Student Information > Special Ed > SPED Dates > Outcome, Outcome Beginning Date

PSTC

Preschool Transition Conference

A record reports for a student if that student has a Preschool Transition Conference date within the date range entered in the Extract Editor.

Student Information > Special Ed > SPED Dates > Preschool Transition Conference Date

RETR

Evaluation Team Report Completion Date - Reevaluation

A record reports for a student if that student has a locked Re-Evaluation with a Meeting Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > Evaluation > Meeting Date, Type: Reevaluation

RISPISP Completion Date - Periodic ReviewA record records for a student with a locked Annual Review PSP with a Meeting Date within the extract date range.Student Information > Special Ed > Documents > PSP > Meeting Date, Type: Annual Review

RFRL

Referral for Evaluation

A record reports for a student if that student has an Evaluation with a Referral for Evaluation Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > Evaluation > Referral for Evaluation

RIEP

Reevalution IEP

A record reports for a student if that student has a locked Re-Evaluation IEP with a Meeting Date within the date range entered in the Extract Editor. However, if the student has an active and locked Re-Evaluation IEP with a Meeting date within the Extract Editor date range and a Special Ed Status of IEPR, a record does not report.

Student Information > Special Ed > Documents > IEP > Meeting Date, Type: Reevaluation, Special Ed Status

SEMDManifestation DeterminationA record reports for students who have a Manifestation Determination Date on their SPED Dates tab that falls within the extract date range. Data reports from the enrollment (Service Type P or N) that is active on the Manifestation Determination Date.Student Information > Special Ed > SPED Dates > Manifestation Determination Date

TETR

Evaluation Team Report Completion Date - Transfer

A record reports for a student if that student has a locked Transfer Evaluation with a Transfer Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > Evaluation > Transfer Date, Type: Transfer

TIEP

Transfer Student IEP Adoption

A record reports for a student if that student has a locked Transfer IEP with a Transfer Date within the date range entered in the Extract Editor.

Student Information > Special Ed > Documents > IEP > Transfer Date, Type: Transfer

This report considers IEPs in the "Ohio IEP 2011 Format" or the "OH IEP" and Evaluations in the "Ohio ETR 2011 Format" or "OH Evaluation". The IIEP, RIEP, TIEP, and AIEP event types also report based on the 2018 and 2019 IEPs. The IETR, RETR, TETR, CNST, and RFRL event types report based on the 2018 evaluation. The IISP and RISP event types report based on the 2018 SP.  

If the district has configured a vertical reporting connection with SameGoal and Pull data from SPED product integration is marked on the extract editor, all fields report from SameGoal rather than from documents created in Campus. 

When generating a report, applicable data is reported from a single source: either Campus-managed special education documents or from SameGoal. Data cannot be reported from both sources in a single report. Best practice is to manage special education documents either all in Campus or all in SameGoal.

See the SameGoal FAQ article for answers to commonly asked questions about SameGoal connections. 

Generating the Extract

  1. Select Student SPED Record (GE) as the Extract Type.
  2. Select the proper Reporting Period. The Student SPED Record (GE) is required to be reported to the state during each reporting period.
  3. Indicate if the extract should Pull data from SPED product integration if desired. See the SameGoal Integration article for more information.
  4. Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date. These fields auto-populate with the recommended date range in relation to the Reporting Period selected. These dates determine which student enrollments are reported based on the Start and End Dates of enrollments within the selected calendar(s). The first date defaults to 07/10 of the calendar start year.
  5. Select the Format. Select the State Format (Fixed width) for submission to the state. To review data before state submission, select any of the other available formats.
  6. Select the appropriate calendar(s) to include within the extract. Students enrolled in the selected calendar(s) are reported.
  7. Select an Ad hoc Filter, if applicable. Allows a previously created Ad hoc Filter to be selected to limit what students appear in the report. Filters are created in the Filter Designer.
  8. Mark Pull Prior IEPs/Evals to report students with a Meeting Date before the start date entered.
  9. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate. If generating multiple extracts simultaneously (after Campus.1921), requests can only be submitted to the Batch Queue.

Users can submit a Student SPED Record report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process allows larger reports to be generated in the background without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article.

Report Layout

If the district has configured a vertical reporting connection with SameGoal and Pull data from SPED product integration is marked on the extract editor, all fields report from SameGoal rather than from documents created in Campus.

Element Name

Description & Format

Campus Location

Filler

7 characters


Filler

1 character


Sort Type

Indicates the Sort Type. This field always reports a value of GE for the Student SPED Record (GE) extract.


Alphanumeric 2 characters

N/A

Filler

1 character


Fiscal Year

The Fiscal Year is determined by the end year of the reporting school year (i.e., 2023 for the 2022-2023 school year).


When receiving records from SameGoal:
  1. Compare the statusDate returned to the latest District Entry Date from enrollments. 
    • Ignore enrollments marked state exclude, no show, or future enrollments.
    • If the status date is before the District Entry Date, set the fiscal year to the end year of enrollment with that District Entry Date.
  2. Count the number of enrollments with state Grade level = PS for stateIDs returned.
    • If count = 1, set Fiscal year for that student to end year of enrollment.
    • Otherwise, ignore.

YYYY, 4 characters

Calendar Information < End Date


Not Dynamically Stored

Reporting Period

The reporting period in which data is being pulled from.


Alphanumeric 1 character

OH State Reporting > OH Extracts > Reporting Period


Not Dynamically Stored

Building IRN

The building’s state-assigned six-digit information retrieval number (IRN).

If the Building IRN Override field is null, the State School Number reports.


Alphanumeric 6 characters

Student Information > General > Enrollments > State Reporting Fields > Building IRN Override OR System Administration > Resources > School > School Detail > State School Number


Enrollment.buildingIRNOverride; enrollmentOH.smtIRNOverride

Student ID

The locally determined EMIS student ID.


Alphanumeric 9 characters

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Admission DateThe date of the student’s first day of attendance for the most recent entry or re-entry into the school district.

Report District Start Date. If NULL, use the following calculation. Look back to the most recent enrollment with a End Status NOT = ** or NULL. Then report the start date of the next following enrollment. (the calculation looks back until it finds a code, then moves forward to the next future enrollment and reports the Start Date)
Calculation Exception
If no code NOT = ** or NULL is found, report the start date of the oldest enrollment on record for the student.
Calculation Exception
Ignore any enrollment marked as State Exclude

Note: The most recent enrollment considered should be within the Date Range entered on the extract editor

Student Information > General > Enrollments > District Entry Date

Date Type

Indicates the type of special education date.

Varies by event type, see the Report Logic section above for logic details.


Alphanumeric 4 characters

Reports based on Event Type

Status Date

The special education date.

Varies by event type, see the Report Logic section above for logic details.


YYYYMMDD, 8 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.



Outcome ID

Identifies the outcome of the special education date.

Varies by event type, see the Report Logic section above for logic details.


Alphanumeric 4 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


Non-compliance ID

Identifies the reason special education event has not met federally mandated time lines.

If the Non Compliance field is null, a value of ** reports.

Varies by event type, see the Report Logic section above for logic details.


Alphanumeric 2 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


Outcome Beginning Date

Indicates the date the outcome of the special education date became effective.

If the Outcome Beginning Date is null, a value of 00000000 reports.

Varies by event type, see the Report Logic section above for logic details.


YYYYMMDD, 8 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


Outcome End Date

The last day the special education date is considered valid.

If the Outcome End Date is null, a value of 00000000 reports.

Varies by event type, see the Report Logic section above for logic details.


YYYYMMDD, 8 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


IEP Test Type

The format required for all tests taken by the student.

If the IEP Test Type field is null, a value of *** reports.

Varies by event type, see the Report Logic section above for logic details.


Alphanumeric 3 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


Secondary Planning

The result of transition planning on the IEP for students age 14 and above.

If the Secondary Planning field is null, a value of **** reports.

Varies by event type, see the Report Logic section above for logic details.


Alphanumeric 4 characters

Reports from Student Information > Special Ed > Documents > IEP or Evaluation based on Event Type.


Extended School Year (ESY) Services

Reports if student qualifies for extended school year services per IEP.

  1. If Yes is checked, report Y
  2. If No is checked, report N
  3. If NULL, report *

For CIEP records, always report *.

Student Information > Special Ed > General > Special Ed Dates > ESY Services
SpecialEdDates.esyServices

Filler

228 characters


Event-Specific Logic

The following fields report as indicated based on the Event Type.

Part 1

Field Name

AIEP

CIEP

CNST

FIEP

IETR or RETR

Date Type

AIEP

CIEP

CNST

FIEP

IETR or RETR

Date

Start Date

Meeting Date

Parent Consent for Evaluation Date.

Meeting Date

Meeting Date

Outcome
ID

If Special Ed Status is IENS, IEPR, or IEDP, reports that code. Otherwise reports Special Ed Setting.

IEPR

Parent Consent Outcome

****

If Special Ed Exit Date = Meeting Date and Special Ed Exit Reason is not NULL, reports Special Ed Exit Reason. Otherwise reports Primary Disability.

Non- Compliance ID

Non-Compliance ID

**

**

Non- Compliance ID

Non- Compliance ID

Outcome Beginning Date

Start Date

Meeting Date

00000000

00000000

00000000

Outcome
End Date

End Date of most recent amended IEP.

Meeting Date

00000000

00000000

00000000

IEP Test
Type

Alternate Assessment: ALT, Accommodations: STA, null: STR

***

***

***

***

Secondary Planning

Secondary Planning

****

***

****

*****

Extended School Year (ESY) ServicesReports Y if Extended School Year Services is marked on IEP. Otherwise reports N.Reports Y if Extended School Year Services is marked on IEP. Otherwise reports N.***

Part 2

Field Name

IIEP or REIP

IISPNIEP

PSTC

RFRL

Date Type

IIEP or REIP

AIEP

CIEP

CNST

FIEP

Date

Meeting Date

Start Date

Meeting Date

Parent Consent for Evaluation Date.

Meeting Date

Outcome
ID

If Special Ed Status is IENS, IEPR or IEDP, reports that code. Otherwise, reports Special Ed Setting.

Special Ed Setting

IEPR

Parent Consent Outcome

****

Non- Compliance ID

Non- Compliance ID

Non-Compliance ID

**

**

Non- Compliance ID

Outcome Beginning Date

If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. Otherwise, reports Start Date.

Start Date

Meeting Date

00000000

00000000

Outcome
End Date

If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. If the IEP has been amended, reports the
End Date of the amended IEP. If more than 1 Amended IEP exists, reports the End Date of the most recent.


End Date of most recent amended IEP.

Meeting Date

00000000

00000000

IEP Test
Type

If Special Ed Status is IENS, IEPR or IEDP, reports ***. If the student has an Alternate Assessment, reports ALT. If the student is taking the test with Accommodations, reports STA. If Null, reports STR.

Alternate Assessment: ALT, Accommodations: STA, null: STR

***

***

***

Secondary Planning

Secondary Planning.

Secondary Planning

****

***

****

Extended School Year (ESY) ServicesReports Y if Extended School Year Services is marked on IEP. Otherwise reports N.****

Part 3

Field Name

RISPSEMD

TETR

TIEP

Date Type

IETR or RETR

SEMD

IIEP or REIP

TIEP

Date

Meeting Date

Manifestation Determination Date

Meeting Date

Transfer Date

Outcome
ID

If Special Ed Exit Date = Meeting Date and Special Ed Exit Reason is not NULL, reports Special Ed Exit Reason. Otherwise reports Primary Disability.

****

If Special Ed Status is IENS, IEPR or IEDP, reports that code. Otherwise, reports Special Ed Setting.

Special Ed Setting

Non- Compliance ID

Non- Compliance ID

**

Non- Compliance ID

**

Outcome Beginning Date

00000000

00000000

If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. Otherwise, reports Start Date.

Transfer Date

Outcome
End Date

00000000

00000000

If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. If the IEP has been amended, reports the
End Date of the amended IEP. If more than 1 Amended IEP exists, reports the End Date of the most recent.

In the IEP has been amended, reports the End Date of the IEP. If more than one amended IEP exists, reports the most recent End Date. Otherwise, reports End Date.

IEP Test
Type

***

***

If Special Ed Status is IENS, IEPR or IEDP, reports ***. If the student has an Alternate Assessment, reports ALT. If the student is taking the test with Accommodations, reports STA. If Null, reports STR.

If the student has an Alternate Assessment, reports ALT. If the student is taking the test with Accommo-dations, reports STA. If Null, reports STR.

Secondary Planning

*****

****

Secondary Planning.

Secondary Planning

Extended School Year (ESY) Services***Reports Y if Extended School Year Services is marked on IEP. Otherwise reports N.

Parent Consent Outcome Options

Code

Description

CNGIConsent Granted for Inidtial Evaluation (ETR)
CNGOConsent Granted for Other Special Education Activity
CNGRConsent Grated for Reviewed Evaluaiton (RETR)

CNGT

Consent Granted

CNRF

Consent Refused

CNNR

Consent Not Returned

CNDP

Consent Moved to Due Process

Special Ed Exit Reason Options

Code

Description

1

Completed Course Requirements

2

Public School in Ohio

3

District Out of Ohio

4

Non-Public in Ohio

5

Non-Public Out of Ohio

6

Adult Education Program

7

Medical Reason

8

Deceased

9

To Home Schooling

11

Court Placed

15

Employment/Work Permit

16

Over 18

17

Runaway

18

Marriage

19

Pregnancy

25

Expelled

32

Illegal Resident

37

Intradistrict Open Enrollment

38

Disciplinary Transfer

42

Superintendent Assignment

43

Special Education Placement

47

Moved Out of Country

48

Correctional Facility

50

Community School

64

Public School Choice Transfer

65

Over Capacity Transfer

75

To Proficiency Only School

99

Job Corps

88

Address Change Within District

77

Open Enrollment

78

To Northcoast Academy

Special Ed Setting Options

Code

Description

IE13

Special Ed outside reg class less than 21% of day

IE14

Special Ed outside reg class more than 60% of day

IE16

Public Separate School

IE17

Private Separate School

IE18

Public Residential Facility

IE19

Private Residential Facility

IE20

Homebound/Hospital

IE38

Student disability in approved non-public IEP school

IE39

Disabled student education paid by private res

IE51

Regular Early Childhood Program 10 or more hrs/week, most in EC program

IE53

Regular Early Childhood Program < 10 hrs/week, most in EC program

IE55

Regular Early Childhood Program 10 or more hrs/week, not in EC program

IE56

Regular Early Childhood Program < 10 hrs/week, not in EC program

IE60

Pre-School - Special Ed - Separate Class

IE62

Pre-School - Special Ed - Separate School

IE64

Pre-School - Special Ed - Residential Facility

IE70

Pre-school - Home

IE72

Pre-school - Service Provider Location

Save

Related Articles

Was this helpful?
Thank you for your feedback!
User Icon

Thank you!

Copyright ©️ 2010-2023 Infinite Campus, Inc. All rights reserved. | Terms of Use | Privacy Policy | infinitecampus.com