Import CASEMIS Files

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The Import CASEMIS Files form is designed to load results of various CASEMIS files into Aeries™ from third party software. This form will allow you to Delete all records from the CSE and CSV tables and load the new records OR you can now keep all records and update existing records located in the file.


Documentation

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Contents








Aeries.Net - Import CASEMIS Files

Import CASEMIS Files Overview

The Import CASEMIS Files form is designed to load results of various CASEMIS files into Aeries Client from third party software. This form will allow you to Delete all records from the CSE and CSV tables and load the new records OR you can now keep all records and update existing records located in the file.

The new CASEMIS record layouts MUST be selected prior to loading the student records. Once the records have been loaded they will be stored in a local table. Remember that when you are using a local table it is not accessible from another machine. Also, if Aeries Client is updated to a new version the data in the local table will need to be re-loaded.

After the data is loaded it will be compared to the STU table to find matches between the two tables. When a match is performed, the school number, student number and permanent ID number from the STU table is added to the local table.

After the match is run a report can be generated to list all unmatched students. The permanent ID, school number and student number can then be located for the unmatched students and manually added.

When the matches between the two tables are as complete as possible the CSE and CSV tables can be updated. The Update Options allow you to either delete all records in the CSE and CSV then update with the CASEMIS file or to ONLY update the records from the CASEMIS file using the Update button.

If Duplicate Records have been located when the Update button is selected, a message will display that will allow you to print a detailed report of the duplicate records that cannot be processed.

Change in 2015-2016 CASEMIS File Layout

The CASEMIS file layout for the 2015-16 school year no longer contains the State Test Participation fields (fields A-57 through A-62) in the CASEMIS Student Data (Table A) file. These fields are now Filler fields. Since the CSE Special Ed Participation in State Wide Assessment fields are still necessary for varies Aeries reports (such as the CAASPP Paper Pencil Test Registration Extract) and may need to be hand-entered, we will process the CASEMIS import in the following manner:

If the CASEMIS Students (Table A) file has blanks or no value in the A-57 – A-62 filler fields, then the CSE Participation fields will not be changed (so hand-entered data will not be removed).

If the CASEMIS Students (Table A) file has non-blank values in the A-57 – A-62 filler fields, then the CSE Participation fields will be updated with the values in the CASEMIS file.

Table Security and Permissions

The Import CASEMIS Files form is available in the District Aeries Client. Users that will be importing the CASEMIS file into the Special Ed tables in Aeries Client will need at least the following permissions to the applicable tables:

colspan = "2" colspan = "2"|CSE – California Special Education - Full permissions

CSV – Special Ed Services   - Full permissions

FLF – Fixed Length Files   - Select permissions

FLR - Fixed Length Record Layout - Select permissions

colspan = "2" colspan = "2"|LOC - Location Data   - Select permissions

STU – Student Data     - Select permissions


Import CASEMIS Files

To access the Import CASEMIS Files form, click the mouse on the View All Forms button in the District Aeries Client. Double click the mouse on Import CASEMIS Files.

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The Import CASEMIS Files form will display.

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The location of the file to be imported must now be entered in the File Name field for Table A. To locate the file click the mouse on the File Selection box to the right of the field.

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The following file selection box will display. Click the mouse on the file selected and click the mouse on the Open button.

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The same steps must be followed for selecting the Table B file.

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Load Records

After each table has been selected the path and file will display. Click the mouse on the Load button. The form will display the information for the first student loaded in the local table.

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The Matched To information will display zeros in the Perm ID# field for all students. The Tot Rcds and Unmatched will display the number of records loaded into the local table. The Matched will display zero until students are matched.

Import Record Layout

If you click on the Load button and the following message displays you MUST import the current CASEMIS Record Layout in order to continue. Click the mouse on the Yes button.

Import CASEMIS Files 20151211 07.png


The Import Record Layout form will display. Click the mouse on the drop down next to Name of Layout and a list of available record layouts will display. Click the mouse on the CASEMIS record layout to be imported. REMEMBER that BOTH record layouts must be imported for Table A and Table B.

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Click the mouse on the Import button. A message may display indicating that the record layout already exists and will ask if it should be replaced. Click the mouse on the Yes button. A message will display notifying you that the record layout has been updated. Click the mouse on the OK button.

NOTE: BOTH Table A and Table B CASEMIS Record layouts MUST be imported.

Match Data

The Match process compares the data loaded in the local table to the STU table. Various comparisons will be used to locate the student. If a match is made the permanent ID number, school number and student number will be copied into the local table.

Click the mouse on the Match button and the Match Students message will display. Click the mouse on the Yes button.

The Matching Records Option will display. Under the STU Field column verify Social Security and State ID are listed with State ID at the top. If they DO NOT display click the mouse on the Reset button.

The STU fields used to match MUST be changed to use the same fields as in the third party file. For example, if the ID field loaded in the file is assigned by the third party you DO NOT want to use this field to match the Perm ID field. The Remove button allows you to de-select fields that should not be used as a matching tool.

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The fields used to match will automatically be prioritized. The priority of the fields can be changed by highlighting the input field and using the up or down arrow keys on the right.

The records can be verified by birthdate and/or name by clicking the mouse on the box to the right. This process can also be run for Only Un-matched records by selecting the box to the right. After all selections have been made click the mouse on the OK button.

NOTE: If data is loaded from a third party software it is CRUCIAL that the fields to match are correctly selected.

When the data match has completed a message will display. This message includes the number of students located in the file through various methods and the number of students that could not be located. The total number of records processed will also display. Click the mouse on the OK button.

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The Import CASEMIS Files form now displays Perm ID# for students located in the STU table. Unmatched students will display zeros. Also, note that the Perm ID does not match Student ID. The Student ID displayed was assigned by the third party software.

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To display only unmatched students click the mouse on the box Show Unmatched Test Records Only. The only students to display will be students containing zeroes in the Perm ID# field.

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To sort students by name click the mouse on the Sort by Name Only box. The data will display in order of student name. To manually match a student in the STU table with the student displayed click the mouse on the Stu Lookup button.

The following selection box will display. Enter part of the student name in the text field. A list of students will display. If the student is located click the mouse on the student's name and click the mouse on the OK button. The Perm# will be loaded into the Perm# field.

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NOTE: It is EXTREMELY important to Match all students.

Fixed Length File Reports

Due to possible data errors or students no longer enrolled in the District some students may not match. Prior to running the Update function it is suggested that as many students as possible be matched. Reports are available to provide lists for research. Click the mouse on the Reports button. The following form will display with the current Record Layout being utilized at the bottom.

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The Print Unmatched Records report can be utilized to try and locate students in the STU table for manual entry. If a student is located the student number can be logged onto the report. The correct School and Student# fields can then be manually entered on the Import CASEMIS Extract form.

To print a listing of unmatched records select the record layout from the drop down list. Click the mouse on Print Unmatched Records. A report will be generated with students loaded into the local table that currently do not have a matching Student ID in the table.

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To print a listing of these students click the mouse on Print Student Data From Local Table. A report will be generated with all of the students loaded into the local table.

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Update Student and Services Tables

After the local table is matched and students have been manually updated, the data can then be updated into the Special Ed Student (CSE) and Services (CSV) tables.

The Services Start Date needs to be entered prior to importing the records. This date will be used as the Start Date for all imported Service records.

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Click the mouse on the Update Options - CSE drop down. Select whether to Delete All Records/ Add From File or to Update Records (do not delete).

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Click the mouse on the Update Options - CSV drop down. Select whether to Delete All Records/ Add From File, to Delete Records for Current Year Only/ Add From File, or to Delete Records for Current Year and Records without Dates/ Add From File.

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If you select to Delete All Records in the Update Options – CSE you will only be allowed to select to Delete All Records/Add From File for Update Options – CSV.

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If you select to Update Records (do not delete) in the Update Options – CSE various options are available for Update Options – CSV:

  • Delete All Records/Add From File
  • Delete Records for Current Year Only/Add From File
  • Delete Records for Current Year and Records without Dates/Add from File
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After selecting the Update Options for CSE and CSV click the mouse on the Update button. A message will appear listing the options that were selected. Click the mouse on the Yes button to continue.

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Duplicate Records

If there are any duplicate records located the following message will display.

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Clicking the mouse on the Yes button will print out a detailed listing of all duplicate students located and will NOT update any records. If Yes is selected the report should be printed and the duplicate records should be resolved before attempting to update the CASEMIS records again.

Clicking the mouse on the No button will NOT print out a detailed listing and will continue with the update process but will not process any duplicate records.

Update Process

The update process will first import the Student records into the CSE table. After the update to the CSE table has completed a message will display with the total CSE records processed, total records dropped and total new records added. Click the mouse on the OK button.

Import CASEMIS Files 20151211 24.png

The update process will then import the Services records into the CSV table. After the update to the CSV table has completed a message will display with the total CSV records processed, total records dropped and total new records added. Click the mouse on the OK button.

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NOTE:

The CASEMIS file layout for the 2015-16 school year no longer contains the State Test Participation fields (fields A-57 through A-62) in the CASEMIS Student Data (Table A) file. These fields are now Filler fields. Since the CSE Special Ed Participation in State Wide Assessment fields are still necessary for varies Aeries reports (such as the CAASPP Paper Pencil Test Registration Extract) and may need to be hand-entered, we will process the CASEMIS import in the following manner:

If the CASEMIS Students (Table A) file has blanks or no value in the A-57 – A-62 filler fields, then the CSE Participation fields will not be changed (so hand-entered data will not be removed).

If the CASEMIS Students (Table A) file has non-blank values in the A-57 – A-62 filler fields, then the CSE Participation fields will be updated with the values in the CASEMIS file.



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