GSI Specifications (Spec Ed Import)

Modified on Wed, Oct 4, 2023 at 2:42 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.  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.

35

Multiple Disability Condition 1

3
AU
NJSmart MDDisablingCondition codes
36

Multiple Disability Condition 2




Used when student Classification Code = "08 - Multiple Disabilities"
37

Multiple Disability Condition 3





38

Multiple Disability Condition 4





39

Multiple Disability Condition 5





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

30ADSubject to Seizures
Y1

Y or N

31AEIs Diabetic
Y1

Y or N

32AFCrutches/Walker
Y1

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:

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