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.
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 |
|---|---|
| R1 | The 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.BR2 | Only 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.BR3 | Report the most recent SPED Dates record prior to the Start Date of the extract editor. |
| R1.BR4 | Do not report a record for an ETR when GE Exclude is checked on the ETR. |
| R1.BR5 | Do not report a record for an IEP when GE Exclude is checked on the IEP. |
| R1.BR6 | Do not report a record if the effective date is greater than 3 years from the ETR meeting date. |
| R1.BR7 | Do not report a record if effective date is greater than the IEP end date |
| R1.BR8 | When the GE record is generated with the Pull data from SPED product integration option checked:
|
| R2 | The report can be run against a district’s active year as well as any prior year. |
| R3 | The report can be run in District Editions. |
| R4 | The report is generated in XML and CSV formats as well as human-readable format (HTML). The XML format is the State Format. |
| R5 | Enter any requirement to produce the file name here. |
Event-Specific Logic
Event Label | Description | Logic | Path |
|---|---|---|---|
| AIEP | Amended 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.
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.
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 |
| IISP | ISP Completion Date - Initial | A 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 |
| NIEP | No 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 |
| RISP | ISP Completion Date - Periodic Review | A 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 |
| SEMD | Manifestation Determination | A 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.
Generating the Extract
- Select Student SPED Record (GE) as the Extract Type.
- Select the proper Reporting Period. The Student SPED Record (GE) is required to be reported to the state during each reporting period.
- Indicate if the extract should Pull data from SPED product integration if desired. See the SameGoal Integration article for more information.
- 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 which 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.
- Select the Format. For submission to the state, select the State Format (Fixed width). To review data prior to state submission, select any of the other available formats.
- Select the appropriate calendar(s) to include within the extract. Students enrolled in the selected calendar(s) are reported.
- 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.
- Mark Pull Prior IEPs/Evals to report students with a Meeting Date prior to the start date entered.
- 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 at a time (after Campus.1921), requests can only be submitted to the Batch Queue.
Users have the option of submitting 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 generate 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., 2009 for the 2008-2009 school year). YYYY, 4 characters | System Administration > Calendar > School Year > End Year 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). 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 Date | The 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) 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. Alphanumeric 4 characters | Reports based on Event Type |
Status Date | The special education date. 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. 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. 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. 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. 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. 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. 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.
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 | If Special Ed Status is IENS, IEPR, or IEDP, reports that code. Otherwise reports Special Ed Setting. | IEPR | **** | 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 of most recent amended IEP. | Meeting Date | 00000000 | 00000000 | 00000000 |
IEP Test | Alternate Assessment: ALT, Accommodations: STA, null: STR | *** | *** | *** | *** |
Secondary Planning | Secondary Planning | **** | *** | **** | ***** |
| Extended School Year (ESY) Services | Reports 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 | IISP | NIEP | 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 | If Special Ed Status is IENS, IEPR or IEDP, reports that code. Otherwise, reports Special Ed Setting. | Special Ed Setting | IEPR | **** | |
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 | If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. If the IEP has been amended, reports the | End Date of most recent amended IEP. | Meeting Date | 00000000 | 00000000 |
IEP Test | 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) Services | Reports Y if Extended School Year Services is marked on IEP. Otherwise reports N. | * | * | * | * |
Part 3
Field Name | RISP | SEMD | TETR | TIEP |
|---|---|---|---|---|
Date Type | IETR or RETR | SEMD | IIEP or REIP | TIEP |
Date | Meeting Date | Manifestation Determination Date | Meeting Date | Transfer Date |
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. | **** | If Special Ed Status is IENS, IEPR or IEDP, reports that code. Otherwise, reports 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 | 00000000 | 00000000 | If Special Ed Status is IENS, IEPR or IEDP, reports Meeting Date. If the IEP has been amended, reports the | 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 | *** | *** | 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 |
|---|---|
| CNGI | Consent Granted for Inidtial Evaluation (ETR) |
| CNGO | Consent Granted for Other Special Education Activity |
| CNGR | Consent 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 |
