CRDC Student ReEnrollment Record Correlation Extract

Introduction

This Extract produces student data to correlate current CRDC records with the target student ReEnrollment extension fields. The extracted CRDC data can be mass modified and imported to the ReEnrollment extension tables using Data Import Manager.

Student’s ReEnrollment DCID found in the extract for the specific reporting period should be used for mapping to correlate the student records when importing the data to the ReEnrollment extension tables. Student DCID found in the extract should be used for mapping to import ‘Exclude Student from CRDC’ value.

Selection Criteria

Selection criteria determine which records are used in the extract. Refer to selection criteria for analysis when the extract does not return the correct records.

Student Selection

The extract selects Student records based on the following criteria:

The student must have a ReEnrollment record for selected reporting period.
If the Student does not have a ReEnrollment record for the reporting period, the record is not included to the extract.
Setup the Count Date parameter for the specific reporting period to return the student’s ReEnrollment record.

Extract Logic

The extract selects Student CRDC-related records according to the following logic:

First the data will be selected from ReEnrollment extension fields value (historical data), if it is not blank (null).
If the ReEnrollment extension fields are blank (null), the values from the Student extension equivalent fields (current data) will be selected.
If Student extension field value is blank (null), then the extract will return a null value.

Student Data Entry Reference

Refer to the following pages in PowerSchool UI to enter the student CRDC-related data

Curent CRDC-related student data is primarily entered on the following pages:

State/province -CT > Connecticut State Information page
State/province -CT > Connecticut State Information > Civil Right Data Collection page
State/province -CT > Confidential Information

Historical CRDC-related student data is primarily entered on the following pages:

Transfer Info > Previous Enrollment > Connecticut State Information section
Transfer Info > Previous Enrollment > Civil Right Data Collection section

Extract Input

To generate the Student ReEnrollment CRDC Record Correlation Extract, do the following:

On the Start Page, click System Reports. The Reports page appears.  
Click the State tab. The State Reports page appears.  
Click Student ReEnrollment CRDC Record Correlation Extract. The Student ReEnrollment CRDC Record Correlation Extract page appears.  
Enter information in all of the required fields.  
Note: Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.  
Click Submit to generate the extract.

Field	Description
Select Schools	Choose one of the following radio buttons: At District level Select Multiple Schools - Includes all student records associated with the selected schools that meet the selection criteria. All Schools – Includes all student records on associated with all schools that meet the selection criteria.   At School level Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on associated with all schools that meet the selection criteria.
Select Students	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection.   ·All students – Run the report for all students in the current school or district that meet the selection criteria.   Note: If running the report for a single student, or group of students, select the students prior to running report.
Count Date	Enter a date using the format mm/dd/yyyy in order to run the extract on a specific day. Note: Count Date parameter should be set for specific reporting period to return existing student’s ReEnrolment record(s). For example, for CRDC 2015-2016 reportting period, enter 10/01/2015.

Extract Output

Extract output is produced in csv format. Items 1 through 13 of the output contain the information about student’s demographics, current and previous enrollment. Items 14 through 37 contain the information about student’s CRDC-related data. Each of the fields displayed in the extract output are described below.

Note: The extract selects Student CRDC-related records according to the following logic:

First the data will be selected from ReEnrollment extension fields (historical data,) if it is not blank (null).
If the ReEnrollment extension fields are blank (null), the values from the Student extension equivalent fields (current data) will be selected.
If Student extension field value is blank (null), then the extract will return a null value.

Item #	Column Name	Description	[Table]FieldName
1	Student Name	The student’s last and first names.	[Students]LastFirst
2	Student ID	The student’s ID.	[Students]ID
3	Student DCID	The student’s DCID, unique identifier.	[Students]DCID
4	Student Number	The student’s district or locally ssigned student number.	[Students]Student_Number
5	ReEnrollment ID	ReEnrollment ID, unique identifier.	[Reenrollments]ID
6	ReEnrollment DCID	ReEnrollment DCID, unique identifier.	[Reenrollments]DCID
7	ReEnrollment School ID	The number of the school the student was previously enrolled.	[Reenrollments]SchoolID
8	ReEnrollment School Name	The name of the school where the student was previously enrolled	[Schools]Name
9	ReEnrollment Entry Date	The revious school enrollment entry date.	[Reenrollments]EntryDate
10	ReEnrollment Exit Date	The previous school enrollment exit date.	[Reenrollments]ExitDate
11	ReEnrollment Grade Level	The grade level the student was in for this enrollment.	[Reenrolments]Grade_level
12	Current School ID	The number of the school student is currently enrolled.	[Schools]School_Number
13	Current School Name	The name of current school	[Schools]Name
14	Special Education (IDEA)	Indicates whether or not this student served under Special Education Program. Values in the extract: ‘N’ – Student did not served ‘Y’ - Student served	[S_CT_REN_SPED_X]SpecialEducation [S_CT_STU_SPED_X]SpecialEducation
15	Section 504	Indicates whether or not this student served under Section 504. Values in the extract: 0 – Student did not served 1 - Student served	[S_CT_REN_CRDC_X]Section504_YN [S_STU_CRDC_X]Section504_YN
16	ELL	Indicates whether or not this student classified as English Learner. Values in the extract: ‘N’ – Student not classified ‘Y’ - Student classified	[S_CT_REN_Language]EllIndicator [S_CT_STU_Language]EllIndicator
17	ELL Program Codes	Indicates the type of ELL Program this student is participating. Values in the extract: See Appendix for the ELL Program codes	[S_CT_REN_Language]EllCode [S_CT_STU_Language]EllCode
18	Gifted/Talented	Indicates whether the Gifted and Talented program code applies to this student. Values in the extract: ‘01’ - Not Gifted, not Talented ‘03’ - Gifted served ‘05’ – Talented served ‘07’ - Gifted served, Talented served ‘08’ - Gifted identified, Talented served ‘09’ - Gifted served, Talented identified	[S_CT_REN_Demographics]Giftedtalented [S_CT_STU_Demographics]Giftedtalented
19	IB Diploma Program	Indicates whether or not this student enrolled in an International Baccalaureate Diploma Program. Values in the extract: ‘N’ – Student not enrolled ‘Y’ - Student enrolled	[S_CT_REN_CRDC_X]IBDiplomaProgram_YN [S_STU_CRDC_X]IBDiplomaProgram_YN
20	Harassed - Sex	Indicates whether or not this student was a victim of harassment or bullying on the basis of sex or gender. Values in the extract: 0 – Student was not a victim of harassment 1 - Student was a victim of harassment	[S_CT_REN_CRDC_X]Harass_Sex_TF [S_CT_STU_CRDC_X]Harass_Sex_TF
21	Harassed – Race/Color/National Origin	Indicates whether or not this student was a victim of harassment or bullying on the basis of race, color or national origin. Values in the extract: 0 – Student was not a victim of harassment 1- Student was a victim of harassment	[S_CT_REN_CRDC_X]Harass_Race_TF [S_CT_STU_CRDC_X]Harass_Race_TF
22	Harassed - Disability	Indicates whether or not this student was a victim of harassment or bullying on the basis of disability. Values in the extract: 0 – Student was not a victim of harassment 1 - Student was a victim of harassment	[S_CT_REN_CRDC_X]Harass_Disability_TF [S_CT_STU_CRDC_X]Harass_Disability_TF
23	Harassed - Orientation	Indicates whether or not this student was a victim of harassment or bullying on the basis of sexual orientation. Values in the extract: 0 – Student was not a victim of harassment 1 - Student was a victim of harassment	[S_CT_REN_CRDC_X]Harass_Orientation_TF [S_CT_STU_CRDC_X]Harass_Orientation_TF
24	Harassed - Religion	Indicates whether or not this student was a victim of harassment or bullying on the basis of religion. Values in the extract: 0 – Student was not a victim of harassment 1 - Student was a victim of harassment	[S_CT_REN_CRDC_X]Harass_Religion_TF [S_CT_STU_CRDC_X]Harass_Religion_TF
25	Attempted ACT	Indicates whether the student took the ACT test. Values in the extract: ‘Y’ - Student took the test ‘N’ - Student did not take the test	[S_CT_REN_CRDC_X]ACT_YN [S_STU_CRDC_X]ACT_YN
26	Attempted SAT	Indicates whether the student took the SAT test. Values in the extract: ‘Y’ - Student took the test ‘N’ - Student did not take the test	[S_CT_REN_CRDC_X]SAT_YN [S_STU_CRDC_X]SAT_YN
27	AP Exams Taken	Indicates whether the student took one or more AP exams for all AP courses enrolled in. Values in the extract: ‘A’ - Student took all the exams ‘S’ - Student took some of the exams ‘N’ - Student took none of the exams	[S_CT_REN_CRDC_X]APExam [S_STU_CRDC_X]APExam
28	AP Exam Passed	Indicates whether the student passed one or more AP exams. Values in the extract: ‘A’ - Student passed all the exams taken ‘S’ - Student passed some of the exams taken ‘N’ - Student passed none of the exams taken	[S_CT_REN_CRDC_X]APExamPassed [S_STU_CRDC_X]APExamPassed
29	HSE (GED) Prep Program	Indicates whether or not this student enrolled in a General Education Diploma Program (High School Equivalency). Values in the extract: N – Student not enrolled Y - Student enrolled	[S_CT_REN_CRDC_X]GEDPrepProgram_YN [S_STU_CRDC_X]GEDPrepProgram_YN
30	HSE (GED) Prep Program Credits	Indicates whether or not this student received credit while enrolled in a General Education Diploma Program (High School Equivalency). Values in the extract: N – Student did not received credit Y - Student received credit	[S_CT_REN_CRDC_X]GEDPrepProgramCred_YN [S_STU_CRDC_X]GEDPrepProgramCred_YN
31	Facility Code 1	The Facility Code associated with the school enrollment.	[S_CT_REN_X]FacilityCode1 [S_CT_STU_X]FacilityCode1
32	Facility Code 2	The Facility Code associated with the school enrollment for a student who attends two facilities.	[S_CT_REN_X]FacilityCode2 [S_CT_STU_X]FacilityCode2
33	Distance Learning	Indicates whether or not this student enrolled in Distance Education courses. Values in the extract: N – Student not enrolled Y - Student enrolled	[S_CT_REN_CRDC_X]DistanceLearning_YN [S_STU_CRDC_X]DistanceLearning_YN
34	Credit Recovery	Indicates whether or not this student enrolled in a Credit Recovery program. Values in the extract: N – Student not enrolled Y - Student enrolled	[S_CT_REN_CRDC_X]CreditRecovery_YN [S_STU_CRDC_X]CreditRecovery_YN
35	Transfer to Alternate School	Indicates whether or not this student transferred to an alternate school. Values in the extract: 0 – Student not transferred 1 - Student transfered	[S_CT_REN_CRDC_X]TransferAltSch_TF [S_CT_STU_CRDC_X]TransferAltSch _TF
36	Exclude form State Reporting	Indicates whether or not student is excluded form State Reporting. Values in the extract: 0 – Student included 1 - Student excluded	[Students]State_Excludefromreporting
37	Exclude from CRDC	Indicates whether or not student is excluded form CRDC Reports. Values in the extract: 0 – Student included 1 - Student excluded	[S_STU_CRDC_X]ExcludefromCRDC_TF

Importing Student Data Using Data Import Manager

Use the following steps to import the student data using Data Import Manager.

Modifying the data in the Extract

- Modify the extract file using Excel or other tool that supports csv format.
- Verify that the field format for values that start with ‘0’, like Gifted/Talented, is set to “text” in Excel. Excel translates "01" to a numeric 1, and if the value is changed to 2, it will stay numeric and thus update the file with "2" instead of "02", which will not match the expected codes. To format the cell in the Excel, right-click a cell or column and then pick Format Cells, select text.
- Save the extract file in csv format.

2. Import the files using Data Import Manager

1. At the District level, navigate to System > Data Management > Page and Data Management link > Data Import > Data Import Manager.
  OR
  At the District level navigate to Special Functions > Importing and Exporting > Data Import Manager.
2. Click Choose File and select the file to import the data from.
3. In the Import Into popup, select the table to import the data into.
  Note: Only one table can be updated at a time.
4. In the Field Delimiter dropdown, select Commaoption.
5. Click Next.
6. Use the dropdown options to map the columns needed to import the data from the extract to the corresponding ReEnrollment extension tables and fields.
7. Use ReEnrollment DCID to map CRDC-related fields.
8. Use Student DCID to map ‘Exclude Student from CRDC’ field.
9. Under Select Options, select radio button Update existing record.
10. Click Import.