GSI Specifications (Spec Ed Import)

Modified on Mon, Sep 9 at 1:50 PM

GSI Specifications

The following are the import file Specifications for the Genesis Special Ed Import

Data import files (IEP, Evaluation and Related Services) should all be TAB delimited files. Document import files (IEP and 504s) should be ZIP files containing individual PDF's for each student you are importing an IEP or 504 document for.

All import files may be named anything you wish. The names are specified on the GSI properties page in Genesis.

Referral/Reevaluation Record

Represent information about an Initial Referral or Reevaluation on a student. New record should be sent if an Initial Referral
was performed or Revaluation has taken place. Click here for descriptions of field names.

#	#	Field Name	Required	Max Length	Example	Notes
1	A	Student ID	Y	15	12345	Districts Local ID
2	B	Referral Date	*	10	MM/DD/YYYY	* Required UNLESS there is a Reevaluation Date included OR Eligibility Prior to 6/30 of two school years ago.
3	C	Initial Planning Meeting		10	MM/DD/YYYY
4	D	Initial Parental Consent			MM/DD/YYYY	Parent consents for initial evaluation
5	E	Eligibility Determination		10	MM/DD/YYYY	Initial Eligibility
6	F	Initial IEP Meeting		10	MM/DD/YYYY
7	G	Process Delay Reason		2	12	Use NJSMART Codes
8	H	Reevaluation Date		10	MM/DD/YYYY	Blank if a reevaluation has not taken place yet.
9	I	Next Reevaluation Date		10	MM/DD/YYYY
10	J	Audiological Evaluation		10	MM/DD/YYYY
11	K	Educational Evaluation		10	MM/DD/YYYY
12	L	Medical Evaluation		10	MM/DD/YYYY
13	M	Neurological Evaluation		10	MM/DD/YYYY
14	N	Occupational Therapy		10	MM/DD/YYYY
15	O	Physical Therapy		10	MM/DD/YYYY
16	P	Psychiatric Evaluation		10	MM/DD/YYYY
17	Q	Social History Evaluation		10	MM/DD/YYYY
18	R	Speech Evaluation		10	MM/DD/YYYY
19	S	Psychological Evaluation		10	MM/DD/YYYY
20	T	Status		2	IE	Will default to IE if blank
						IE - IS Eligible for Special Services
						IP - In Process (determination not yet made)
						NE - Not Eligible
						NC - Parent not consenting to Spec Serv
						NT - Student was never tested
						NR - CLOSED. New Referral
21	U	Notes		2048	text
22	V	Early Intervention		1	Y or N	Was a PreSchooler rec Part C Early Int at time or referral
23	W	Parental Consent to Implement IEP		1	Y or N or R	R - Parent Refused implementation N- Not obtained by snapshot
24	X	Parental Consent to Imp Date		10	MM/DD/YYYY
25	Y	Referred for Speech Services Only		10	Y or N
26	Z	Special Ed Classification		2		NJSmart Codes. Do not need to pass 00 or 99

IEP Tracking Record

Represents a students IEP from the IEP Begin to IEP End Date. If a student is exited/removed from program then
Spec Ed Exit Date and Reason Code should be filled in on this record. A new record should be created for each
annual review period.

#	#	Field	Required	Max Length	Example	Notes
1	A	Student ID	Y	15	12345	Districts Local ID
2	B	IEP Begin Date	Y	10	MM/DD/YYYY
3	C	IEP End Date	Y	10	MM/DD/YYYY	IEP End Date usually 365 days from the IEP Begin Date.
4	D	Speech Only	Y	1	N	N or Y
5	E	Out of District	Y	1	Y	Y or N
6	F	OOD County Code		2		Use NJSMART codes
7	G	OOD District Code		4		Use NJSMART codes
8	H	OOD School Code		3		Use NJSMART codes
9	I	Fed Placement Code		2		Use NJSMART codes
10	J	Fed Classification Code		8		Genesis fed code OR NJSMART state classification code which we will translate on the fly
11	K	State Placement Code		8		Genesis code
12	L	State Classification Code		2		Use NJSMART codes. For Classification 08, you may include a comma separated list of conditions (e.g. "08,AI,SM"). OR, use columns #35-39 to list the condition codes.
13	M	Tier Code		2
14	N	Show IEP Icon in Genesis	Y	1	Y	Y or N
15	O	Use on NJSmart (for student sent OOD)	Y	1	Y	Y or N
16	P	ESY	Y	1	Y	Y or N
17	Q	APA Test	Y	1	Y	Y or N
18	R	Responsible District		8	1	genesis code
19	S	Responsible School		20	OOD	genesis code
20	T	Alternative Location		50		Free Text
21	U	District Status		3	IN	Insert either "IN" or "OUT"
22	V	Case Manager Code		10		Use TeacherID on staff record in Genesis
23	W	Resource Teacher		10		Use TeacherID on staff record in Genesis
24	X	Spec Ed Team		100		Free Text
25	Y	School Hours/Week		3,1	10.5
26	Z	Spec Ed Hours/Week		3,1	10.5
27	AA	General Ed Hours/Week (Time in Regular Program)		3,1	10.5	If "null" - show "0" in the field
28	AB	AnnualIEPReviewMeetingDate		10	MM/DD/YYYY	Used to be Most Recent IEP Conference
29	AC	Next Annual Review		10	MM/DD/YYYY
30	AD	Parental Consent Placement Date
31	AE	Spec Ed Exit Date	if 32 has value	10	MM/DD/YYYY	Student is removed from Special Ed
32	AF	Special Ed Exit Reason Code	if 31 has value	8		Genesis customer codes (Setup > Codes ... "SPEC_ED_EXIT_REASONS" table)
33	AG	Notes		2048	text	text
34	AH	PTC (will NOT Import into Genesis)				This field will not be imported. It is for discrepancy reporting in log only. Genesis does not import PTC in our Special Ed Import task. It will produce a discrepancy log for PTC to let you know if the PTC for the student in Genesis if different than the one in the file. See FAQ at bottom of this
35		Multiple Disability Condition 1		3	AU	NJSmart MDDisablingCondition codes Used when student Classification Code = "08 - Multiple Disabilities"
36		Multiple Disability Condition 2			AI	NJSmart MDDisablingCondition codes Used when student Classification Code = "08 - Multiple Disabilities"
37		Multiple Disability Condition 3			MI	NJSmart MDDisablingCondition codes Used when student Classification Code = "08 - Multiple Disabilities"
38		Multiple Disability Condition 4			OI	NJSmart MDDisablingCondition codes Used when student Classification Code = "08 - Multiple Disabilities"
39		Multiple Disability Condition 5			VI	NJSmart MDDisablingCondition codes Used when student Classification Code = "08 - Multiple Disabilities"
40		SLD Basic Reading Skills			Y	Y or N value for students classified Specific Learning Disability (SLD)
41		SLD Reading Comprehension			Y	Y or N value for students classified Specific Learning Disability (SLD)
42		SLD Oral Expression			Y	Y or N value for students classified Specific Learning Disability (SLD)
43		SLD Listening Comprehension			Y	Y or N value for students classified Specific Learning Disability (SLD)
44		SLD Written Expression			Y	Y or N value for students classified Specific Learning Disability (SLD)
45		SLD Reading Fluency			Y	Y or N value for students classified Specific Learning Disability (SLD)
46		SLD Math Calculations			Y	Y or N value for students classified Specific Learning Disability (SLD)
47		SLD Math Problem Solving			Y	Y or N value for students classified Specific Learning Disability (SLD)

Related Services

Following is the format we will need for importing Related Services into Genesis. Please include all services including transportation.
Fields 14-35 are for Transportation services only.

#	#	Field	Required	Example Text	Max Length	Notes
1	A	School Year	N	2008-09	7	Leave <blank> to default to current School Year
2	B	Student ID	Y	123456	15
3	C	Related Service Code	Y	PT	8	Genesis customer codes (Setup > Districts > Related Services)
4	D	Start Date	*	MM/DD/YYYY	10	* If left blank date will default to 7/1 of current school year.
5	E	Exit Date		MM/DD/YYYY	10
6	F	Exit Reason Code		1	3	Genesis customer codes (Setup > Codes ... "SPEC_ED_EXIT_REASONS" table)
7	G	Service Location		1	8	Genesis customer codes (Setup > Codes ... "SERVICE_LOCATIONS" table)
8	H	Service Provider			8	see codes in customer's Genesis
9	I	Service Frequency		2	6	How many times a week/month service is given. i.e. 3 times a week
10	J	Frequency Timeframe		WEEK	5	use Genesis codes (insert either 'WEEK' or 'MONTH')
11	K	Service Duration Minutes		10	6	How many minutes service is givin per session. i.e. 3 times a week for 10 mintues.
12	L	Comments			255
13	M	Use for Oct 15	*	Y	1	Y or N. * Will default to Y if left blank.
For Transporation Services only
14	N	Trans Start Date		MM/DD/YYYY	10
15	O	Trans End Date		MM/DD/YYYY	10
16	P	Vehicle Type			50	see vehicle type codes in customer's Genesis
17	Q	Wheel Chair Lift Req.		Y	1	Y or N
18	R	1:1 Aide Required		Y	1	Y or N
19	S	Door to Door		Y	1	Y or N
20	T	Car Seat Req		Y	1	Y or N
21	U	Air Condition Req		Y	1	Y or N
22	V	Trans Comments			255
23	W	Nurse Req		Y	1	Y or N
24	X	Nurse Aide Req		Y	1	Y or N
25	Y	Harness		Y	1	Y or N
26	Z	Bus with Attendant		Y	1	Y or N
27	AA	Curb to Curb Transportation		Y	1	Y or N
28	AB	Transportation Status			50	see Transportation Status Codes in customer's Genesis
29	AC	Booster Seat		Y	1	Y or N
30	AD	Subject to Seizures		Y	1	Y or N
31	AE	Is Diabetic		Y	1	Y or N
32	AF	Crutches/Walker		Y	1	Y or N
END TRANSPORTATION ONLY
33	AG	Alternate Record ID		N	100	Alternate ID from Spec Ed Vendor Software

IEP Documents

IEP import should be a standard ZIP file containing an IEP for each individual student you wish to load an IEP for. Each IEP document should be a PDF titled by the student's local Genesis Student ID. Genesis instance will need to have Doc Management enabled along with a Document Type flagged as an IEP Document type.

504 Documents

504 import should be a standard ZIP file containing a 504 for each individual student you wish to load a 504 document for. Each 504 document should be a PDF titled by the student's local Genesis Student ID. Genesis instance will need to have Doc Management enabled along with a Document Type flagged as a 504 Document type.

Discrepancy Logging

The Special Ed Import task has the ability to detect an incoming Program Type Code (PTC) in the file, for a student who's PTC is different within Genesis. The system will e-mail an attachment containing a log of these discrepancies. The email/log will appear like this:

In order to receive these messages, make sure to place your e-mail address into the Email Log Files to: field, within the Special Ed Import's configuration.

Special Ed Import FAQ

Q: When the Special Ed Import runs, will Genesis update the student's Program Type Code (PTC) to what they have in the incoming 'IEP records' file?

A: No, Genesis will not update/overwrite a student's PTC based on the information being imported, as this is a part of their attendance/enrollment record. Students must be "transferred" into their new PTC code, in order to properly track their movement into the new program. See "Discrepancy Logging" above for how the system alerts you to these discrepancies between PTC codes.

In addition, the system has an easy way for staff to perform these transfers, without giving access to change other aspects of the enrollment record. On a student's Special Ed tab, there is a tool at the top of the screen to perform this transfer easily.

You just need to know the new program type code the student is changing to, and the effective date:

Q: Case managers are not coming over. Where should I fix this?

A: The case manager ID has to match the local Staff ID within Genesis. Make sure the ID in your IEP program matches the local Staff ID that is in Genesis for the staff member.