Summer-EBT Data Collection
Introduction
The purpose of the Summer-EBT data collection is to ensure the state has the most up to date and accurate information to determine and disseminate grocery benefit to families to feed their children when school is not in session. Colorado Department of Education (CDE) is working closely with Colorado Department of Human Services (CDHS) to accomplish this effort. It has been determined CDE districts/schools have the ability to provide the most up to date and accurate student information.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.
Student Selection
The report selects records from the [Students] table based on the following criteria:
The student is not flagged as Exclude from State Reporting.
The school is not flagged as Exclude from State Reporting.
The student’s Entry Date is on or after July 1 of the selected school year.
The student’s Entry Date is on or before the date the report is run (system date).
The student must have a SASID that is updated in the RITS system.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one, all, or a selection of Schools. A school selection will only be offered at District Office. When running at a school, only that school will be available. |
Select Students* | Required. Indicate which students to include in the report by choosing one of the following options:
If running the report for a single student, or group of students, select the students prior to running the report. |
Source of Contacts | Required. Choose the sources of contact: Valid values:
|
School Year | Required. Choose the school year for the report. The current school year displays by default. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
S. No. | Data Element | Description | [Table]FieldName | Requried (R) | Field Length |
|---|---|---|---|---|---|
1 | School District Code | The valid district code within the reporting administrative unit. | District Code | R | 4 |
2 | School Code | A unique code assigned by CDE to a school building. | School Code | R | 4 |
3 | Entry Date | The date on which a student enters and begins to receive an education program in a school for the 2023-2024 school year. Format is MMDDYYYY | [Students]entryDate [Reenrollments]entryDate | R | 8 |
4 | Exit Withdraw Date | The date on which the student exited a school or grade in the district. | [Students]exitDate [Reenrollments]exitDate | R | 8 |
5 | Student's State ID (SASID) | A unique ten-digit number must be assigned to each student by CDE. | [Students]State_StudentNumber | R | 10 |
6 | Local ID (LASID) | The student's Locally Assigned Student ID (LASID). Districts/BOCES may zero fill if they choose not to use a LASID. | [Students]Student_Number | R | 10 |
7 | Student's First Name | The student's first name given at birth, baptism, or during another naming ceremony, or through legal change. Note: This is the student's legal first name. If the legal name field is not populated, the student's preferred name is reported. | [StudentCoreFields]PSCore_Legal_First_Name [Students]First_Name | R | 30 |
8 | Student's Midle Name | The student's middle name given to the student at birth, baptism, or during another naming ceremony, or through legal change. Blanks are NOT allowed. Use NMN (no middle name) where appropriate. Note: This is the student's legal middle name. If the legal name field is not populated, the student's preferred name is reported. | [StudentCoreFields]PSCore_Legal_Middle_Name [Students]Middle_Name | R | 30 |
9 | Student's Last Name | The student's last name borne in common by members of the student's family. Note: This is the student's legal last name. If the legal name field is not populated, the student's preferred name is reported. | [StudentCoreFields]PSCore_Legal_Last_Name [Students]Last_Name | R | 30 |
10 | Student's Gender | The students gender. Valid values: | [StudentCoreFields]PSCore_Legal_Gender [Students]Gender | R | 2 |
11 | Student's Date of Birth | The students date of birth. Format is MMDDYYYY | [Students]DOB | R | 8 |
12 | Student's Grade Level | The grade level at which a student enters a school during a given school year. | [Students]Grade_Level | R | 3 |
13 | Student's Language Background | Any student, who has a language proficiency code of Non-English Proficient (NEP), Limited English Proficient (LEP), Fluent English Proficient (FEP), Primary or Home Language Other Than English (PHLOTE), or Former ELL (FELL), must have a language background other than English (ENG). | [S_CO_STU_X]English_Learner [S_CO_REN_X]English_Learner | O | 3 |
14 | Primary Parent/Guardian First Name | The first name of the legal parent or guardian of the student. The person is considered the Head of Household. | If Source of Contacts is Student Contacts - [Person]first_name If Source of Contacts is Legal Guardian Fields - STUDENTCOREFIELDS]Guardian_FN | R | 30 |
15 | Primary Parent/Guardian Last Name | The last name of the legal parent or guardian of the student. The person is considered the Head of Household. | If Source of Contacts is Student Contacts - [Person]Last_Name If Source of Contacts is Legal Guardian Fields - [STUDENTCOREFIELDS]Guardian_IN | R | 30 |
16 | Primary Parent/Guardian Telephone Number | The primary phone number of the legal parent or guardian of the student. The person is considered the Head of Household. | If Source of Contacts is Student Contacts - [phonenumber]phonenumber If Source of Contacts is Legal Guardian Fields - [STUDENTCOREFIELDS]guardiandayphone | O | 10 |
17 | Student's Primary Mailing Address 1 | The student’s primary mailing address information and typically contains the building number and street name. | [Students]Mailing_Street | R | 44 |
18 | Student's Primary Mailing Address 2 | This includes any additional information about the student’s address and typically includes things like a rural route number, apartment number, unit number, and so on. | Same as for P-EBT report | O | 42 |
19 | Student's Primary Mailing City | The city for the student's mailing address. | [Students]Mailing_City | R | 50 |
20 | Student's Primary Mailing State | The state abbreviation for the student’s mailing address. | [Students]Mailing_State | R | 2 |
21 | Student's Primary Mailing Postal Code | The postal code for the student’s mailing address. This is typically a five-digit number but can include a four-digit extension as well. | [Students]Mailing_Zip | R | 10 |
22 | Free/Reduced Lunch Price Eligible | Indicates if the student is eligible for FRPL. If the Colorado state information section value on the lunch page is null, then based on Lunch status in the core section: | [S_CO_STU_X]stateLunchStatus | R | 2 |
23 | FRPL Eligibility Date | The date on which the student was found eligible for Free/Reduced Price Lunch. Format is MMDDYYYY. | [S_STU_LUNCH_C]start_Date | O | 8 |