Special Education

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The Special Education file contains information on the students flagged as Special Education in the Student School Enrolment batch file. A student is flagged as Special Education if they meet the following criteria in Maplewood:

student is marked as Yes to special education on the enrolment tab
student’s special education status is Active (on the edit form within the special ed. tab)
student has a placement setting to specify the appropriate placement type such as fully self-contained, indirect service, partially integrated, resource assistance, withdrawal assistance (use the Placement button within edit special ed. tab)
the file date (if entered) on the special ed. tab cannot be after the submission period.

Students may have one or more exceptionality (on the edit form within the special ed. tab). If a student has no exceptionality, he/she is considered non-identified.

The list of exceptionalities and placement settings are user-defined tables found under Students, Custom Fields/Tables, Special Education, Exceptionalities and Placement Settings.

There is a check box called “IEP for all special education students which if checked, will automatically set the IEP flag to True for all active special education students with a placement setting and any exceptionality other than gifted. If this is not selected, then Maplewood will use the IEP (checkbox)within the Special Education Tab to determine if the IEP flag should be sent as TRUE.

Note: if a student has an Active status, but no placement, a warning will appear and the student will be excluded from the Special Education OnSIS file.


Char. column values are M-Mandatory, O-Optional, R-Repeatable
Element	Char	Maplewood Description

DATA	M	No data required, as it is just a tag.
SCHOOL_SUBMISSION	M	No data required, as it is just a tag.
SCHOOL_SUBMISSION/ ACADEMIC_YEAR	M	yyyy-yyyy - Based on the school calendar (File, School Setup, School Calendar). For example, 2009-2010 for a calendar that starts in September 2009 and ends in June 2010.
SCHOOL_SUBMISSION/ SUBMISSION_PERIOD_ TYPE	M	Submission period type is either OCTSEC1, MARSEC1, or JUNSEC1 for public secondary schools. Submission period type is either OCTELEM1, MARELEM2, JUNELEM3 or JUNELEM2 (June 2011 and on) for public elementary schools.
SCHOOL_SUBMISSION/ SCHOOL	MR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/ SCHOOL/SCHOOL_NUMBER	M	School Number (File, School Setup, School Information). Only Maplewood may change the school number.
SCHOOL_SUBMISSION/ CLEAR_PENDING_AREA	M	N, for No, will always appear.
SCHOOL_SUBMISSION/ Batch Files Purge and Pre-Population XML Tags	O	If the purge item check box is checked, Y will appear for the purge tag: CLEAR_SPECIAL_EDCATION See Purge Flags for further information.
If a student is included in this file if they are included in the extract or if they are considered a special education student as of the count date by meet the following criteria in Maplewood: student is marked as Yes to special education on the enrolment tab student’s special education status is Active (on the edit form within the special ed. tab) student has a placement setting to specify the appropriate placement type such as fully self-contained, indirect service, partially integrated, resource assistance, withdrawal assistance (use the Placement button within edit special ed. tab) the file date (if entered) on the special ed. tab cannot be after the submission period.
Element	Char.	Maplewood Description

SCHOOL_SUBMISSION/SCHOOL/ STUDENT	OR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/OEN	M	Student’s OEN number (Enrolment tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ GIVEN_NAME	M	Student’s Given Name (Name button on the Biographics tab of student's record)
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ SECOND_NAME	O	Student’s Middle Name (Name button on the Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ LAST_NAME	M	Student’s Legal Surname or if empty then Student’s Surname (Name button on the Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_DOB	O	Student's Date of Birth yyyy/mm/dd (Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/GENDER_TYPE	M	Gender (M for male and F for female) (Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/LANGUAGE_TYPE	C	Student's first language (Enrolment tab of student's record). This is the first language spoken by the student. First Languages table is accessed using Students, Custom Fields/Tables, Enrolment Tables, First Languages. The OnSIS code must agree with the OnSIS reference table for LANGUAGE_TYPE. This tag is omitted if the student's MAIN_SCHOOL_FLAG is false (see description below), however OnSIS will populate this field if the student exists in OnSIS or if the student has not been entered in OnSIS (by any school in the province), the value for Language First Spoken will be set to the language of the school. If the language of the school is both “English and French, Language First Spoken of the student will be set to English.
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_MIN_NUMBER	O	Student's Ministry Number (Enrolment tab of student's record). The Ministry Number was assigned to students before the OEN, and is no longer assigned to students.
Additional Mandatory Fields		There will be some additional mandatory fields that must appear when attempting to UPDATE any student data. For example, the ENROLMENT_START_DATE of the student is mandatory and will appear in the batch file. If an error is returned in any of these additional fields, they may be ignored as OnSIS has identified the student and will proceed to process the subsequent data.
The following SPECIAL_EDUCATION information is repeated for every exceptionality assigned to the student.
Element	Char.	Maplewood Description
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION	OR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL _EDUCATION/ACTION	M	If an Extract file is used (recommended), ADD will appear if the student is not in the Extract file, UPDATE will appear if the student’s information is different from the Extract file. DELETE will appear if the student is in the Extract file but is no longer considered a Special Education student.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION/ EXCEPTIONALITY_TYPE	C	If an active special education student has a placement setting, the first exceptionality will appear in this tag. Exceptionalities are accessed using the Edit button on the Special Ed. tab. The possible types are: 1 - Behaviour 2 - Autism 3 - Deaf/Hard of Hearing 5 - Learning Disability 6 - Speech Impairment 7 - Lang Impairment 8 - Giftedness 9 - Mild Intel Disability 10 - Dev Disability 11 - Physical Disability 12 - Blind/Low Vision 14 - Mult Except 15 - Deaf/Hard of Hearing/Pre-school The list of exceptionalities is a user-defined table found under Students, Custom Fields/Tables, Special Education, Exceptionalities. The OnSIS code must agree with the OnSIS reference table for EXCEPTIONALITY_TYPE.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION /SPECIAL_EDU_PLMNT_TYPE	C	If an active special education student has an exceptionality (first one), the placement setting will appear in this tag. Placement setting is accessed using the Placement button within the Edit of the Special Ed. tab of the student's record. The possible types are: F - Fully Self-Contained I - Indirect Service P - Partially Integrated R - Resource Assistance W - Withdrawal Assistance The list of placement settings is a user-defined table found under Students, Custom Fields/Tables, Special Education, Placement Settings. The OnSIS code must agree with the OnSIS reference table for SPECIAL_EDU_PLACEMENT_TYPE.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION /NON_IDENTIFIED_STUDENT_FLAG	C	T for True will appear if the student is non-identified, otherwise F for False will appear. If an active special education student has no first exceptionality, the student will be considered non-identified and this flag will be set to T for True.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION /MAIN_EXCEPTIONALITY_FLAG	C	T for True or F for False. This is set to T if it is the student’s first exceptionality. When reporting on the second and third exceptionalities, this flag is set to F.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_EDUCATION /IPRC_REVIEW_DATE	O	The IPRC review date is typically the date of the placement (within Edit Special Ed. tab of the student's record, use the Placement button to see this date). If the IPRC - Last Assessment Date (from the main Special Ed. tab in Maplewood - IPRC, Last Date) is more recent than the placement date, but not after the submission count date, the IPRC - Last Assessment Date will be used.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT/SPECIAL_ EDUCATION/IPRC_STUDENT _FLAG	C	If the special education student has a placement, then T for True will appear for the IPRC Student Flag. The Placement information is found using the Placement button within the Edit of the student's Special Ed. tab.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT/SPECIAL_ EDUCATION/INDIVIDUAL _EDUCATION_PLAN_FLAG	C	T for True will appear if student has the IEP box is checked - within the student's Special Education Tab. When creating this file, there is a check box called “IEP for all special education students which if checked, which will automatically set the IEP flag to True for all active special education students with a placement setting and any exceptionality other than gifted.