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The following article describes the process of importing Student Special Education Program Association (SSEPA) records from the Wisconsin Ed-Fi database (WISE) into the Infinite Campus database. A scheduled task is required to use the process and is created by the District desiring to use this process in order to schedule the time and frequency at their discretion. View the Wisconsin Ed-Fi Scheduled Tasks page for information on creating the scheduled task.
Business Justification
Several Wisconsin Ed-Fi resources and reports either send a record or do not send a record if a student is a special education student. This makes it critical to have either an actual locked IEP or a “state reporting” locked IEP for special education students, so that the correct EdFi resource data sends.
Some Wisconsin Campus customers use 3rd party SPED platforms for SPED data management, which means that Campus' resource logic doesn't have immediate access to the relevant locked Plan documents for reporting. This SPED data is, however, sent independently to DPI, and resides in the Ed-Fi ODS. This process allows Campus’ Wisconsin users to pull back SPED data via Ed-Fi, store that data in Campus, and then use that data to accurately report the dependent Ed-Fi resources. The task only executes if the school is opting against sending SSEPA records on their own, and instead is relying on a 3rd party SPED vendor to send data to Wisconsin DPI.
While this process affects other Wisconsin State Reports, it is not built to replace all IEPs for other State Reports. The PI-1563 report, for example pulls information on students younger than 3 years old. DPI has placed restrictions on the data they allow in the SSEPA resource to require students be at least 3 years of age. Due to this limitation on the data available in the State Wisconsin Ed-Fi database (WISE), we are unable to pull this information through the GET process. It is expected that districts will use other methods to maintain additional records they need for reporting outside of Ed-Fi.
For Districts That Previously Used Infinite Campus as the Special Education System of Record
If your district used Infinite Campus as the special education system of record for one of the years in which you have an active EdFi Configuration set up, and you transition to using this data import, you will likely import a copy of the Plan records you have already sent in a previous year, which will appear as duplicate records in the relevant students’ records. This will not cause any reporting issues, as the reports that refer to Special Education data will see the same values in either record, for the exact same time periods.
If your district needs to edit any locked IEPs from a year where Infinite Campus was the system of record, you will need to re-enable the Student Special Education Program Association resource in the Ed-Fi Preferences area to ensure any updates are transmitted to WISE. Once those changes have been transmitted, you can then re-disable the Student Special Education Program Association resource to ensure that your scheduled task once again performs the Special Education data import from WISE.
Pre-conditions
The following tasks must be completed prior to running the scheduled task:
- A valid Ed-Fi Configuration must be set up prior to running the scheduled task. If there is no valid configuration, the scheduled task will still run and trigger a GET, but the GET will fail. An error message will be recorded in the Ed-Fi Error Log.
- The Student Special Education Program Associations resource must be turned off (Active NOT checked) in the Ed-Fi Resource Preferences in order for this process to execute. If this resource is turned ON, the scheduled task will run but the GET process will be suppressed and will not GET or Import any data. There is no error message.
Process Overview
The following describes the process to perform a (SSEPA) GET and special ed data import:
- The scheduled task is created by the district wanting to perform the (SSEPA) GET and special ed data import.
- The scheduled task runs.
Verify the SSEPA resource is turned off in the Ed-Fi Configure Preferences. If Yes, the process continues. If the SSEPA resource is not turned off, the scheduled task will run but the GET process will be suppressed and will not GET or Import any data. There is no error message.
- Perform a GET on SSEPA data.
- If successful, all SSEPA records for the Config year are returned for the Config Year.
- All SSEPA records previously imported for the Config Year are deleted from the Infinite Campus database.
- Parse the JSON.
- A student's Ed-Fi ID in the JSON is matched to the Campus Ed-Fi ID to identify the student.
- A new record is added to the Infinite Campus tables.
