(FA) Student Assessment Record

Contents

Introduction

Use the (FA) Student Assessment Record option to extract required test records for the applicable reporting periods:

Preschool Child Outcome Summary (COS) Assessment (Formerly ECO) (GM)

Early Learning Assessment (ELA) (Formerly GGG) (GB)
Preschool ASQ/SE Assessment (GS) (Obsolete FY16)
Kindergarten Readiness Assessment (KRA) (GO)
Grades 3-8 Alternate Assessments (OAA) (GA)
Ohio's State Tests (OST) (Next Generation Assessments NGA) (GN)
Ohio English Language Proficiency Assessment (OELPA) (GF) (formerly OTELA)
American College Test (ACT) (AC)
End of Course (GE)
International Baccalaureate Assessment (IB)
High School Alternate Assessment (Also used for Ohio Graduation Tests) (GX)
Scholastic Aptitude Test (SAT) (SA)
CTE Technical Assessment (GY)
CTE Industry Assessment (GU) – Pre FY16
CTE Industry Credential (GW)
Advanced Placement (AP)
Star Assessment (Formerly NWEA MAP) (GD)
WorkKeys Assessment (WK)

Test records should be reported for all required students enrolled during the assessment administration window of the current school year. Report a separate assessment record per student, per test date, per assessment area for all tested grade levels.

If, for whatever reason a student is not tested during a required administration, a record for each assessment area(s) the student should have taken is to be submitted by the district. The appropriate option for not taking the assessment is to be reported in the Score Not Reported Element for these situations.

Prior to generating this report, you must enter the required assessment data on the FA Tab (State/Province – Ohio > FA (Student Assessment).

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects which student records to use based on the following criteria:

- The student is enrolled during the report start and end dates.
- The student is not excluded from state reporting (Start Page > Student Selection > Ohio State Information – Home)
- The individual assessment record is not excluded from the FA (Start Page > Student Selection > Ohio State Information > FA tab > Exclude from FA
- And in addition:

1. (A) Assessment Reporting Period
  1. For the KRA the student must have a retained status of ‘*’ (State/Province-OH>FN Tab> OH_Retained_Status).
  2. The student is not identified as a ‘Grad Only’ Student (State/Province-OH>Home Tab> State_ExcludeEnrollment
2. (D) March Reporting Period
  1. The student has a CTE Program Area of Concentration (Start Page > Student Selection > Ohio State Information - Student Attributes - No Date Record (FN) > CTE Program of Concentration)
3. (G) Graduate Reporting Period
  1. The student has a diploma date during the report start and end dates.
  2. The student is identified as a ‘Grad Only’ Student (State/Province-OH>Home Tab> State_ExcludeEnrollment

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Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

The report input is done in Incident Management with the codes and subcodes used in IM.

Field	Description
Schools for which to run?	If run at the district level, choose one of the following: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report All Schools – Run the report for the entire district. If run at the school level, the report includes all 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.
Current Selection 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.
Report Start Date	Enter the first date in the enrollment period selected for the report. Format: [M]M/[D]D/[YY]YY
Report End Date	Enter the last date in the enrollment period selected for the report. Format: [M]M/[D]D/[YY]YY
Reporting Period	Select the reporting period for which you are creating the extract.
Fiscal Year	Enter the fiscal year for the report.
Override Export Rules	Select if all tests are to be extracted for students who are enrolled during the report start and end dates.
Scheduling
Run Now	Select this option to execute the report in the order it is received in the report queue.
Schedule (available Version 7.1.1.)	Enter the start date and start time for the report. Select Run Once and Submit to run the report at the specified date and time. Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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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.

Note: For documentation of XML report output from the state department of education, refer to http://www.ode.state.oh.us.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Begin/ End Position
N/A	Filler	Filler	N/A	Numeric	8	1–8
FA010	Sort Type	The sort type equals FA for the Student Assessment (FA) Record extract.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
FA020	Fiscal Year	This field contains the fiscal year entered on the report interface.	N/A	Alpha-numeric	4	12–15
FA030	Reporting Period	This is the reporting period selected on the (FA) Student Assessment Record Report page, Start Page > Reports > Run Reports > (FA) Student Assessment Record Report. A – Assessment D – March G - Graduate	N/A	Alpha-numeric	1	16
FA040	District IRN	This field contains the district number. This field value is extracted from the Edit District page, Start Page > District Setup > District Information.	[Prefs]DistrictNumber	Alpha-numeric	6	17–22
FA050	EMIS Student ID Number	This field contains the EMIS student ID number assigned by the district to this student. This field value is extracted from the Student Number field on the General Demographics page, Start Page > Student Selection > General Demographics and prepended with the EMIS Prefix ID, if entered, else zeroes are added to create a 9-digit number.	[Students]Student_Number	Alpha-numeric	9	23–31
FA060	Assessment Type Code	This field contains the two letter code indicating the type of assessment as defined by the most current version of the Ohio EMIS Manual.	[S_OH_Stu_Assessment_C]test_type	Alpha-numeric	2	32-33
FA200	Test Grade Level	This field contains the grade level of the test. This field value is extracted from the Test Grade Level on the FA tab of the State/Province – Ohio page.	[S_OH_Stu_Assessment_C]test_grade_level	Alpha-numeric	2	34-35
FA205	Assessment Area Code	This field contains the area (subject) of the assessment. This field value is extracted from the Test Grade Level on the FA tab of the State/Province – Ohio page.	[S_OH_Stu_Assessment_C]assessment_area	Alpha-numeric	4	36-39
FA210	Test Date (CCYYMM)	This field contains the test date. This field value is extracted from the Test Date on the FA tab of the State/Province – Ohio page. Format is CCYYMM.	[S_OH_Stu_Assessment_C]test_date	Alpha-numeric	6	40-45
FA212	Test Day (DD)	This field contains the day of the month on which a student took an ACT or SAT test. The field value is extracted from the Test Day on the FA tab of the State/Province - Ohio page. Format is DD. It is only extracted for ACT or SAT tests and only if a value from 01 to 31 is present. All other situations are extracted as blank.	[S_OH_Stu_Assessment_C]test_day	Alpha-numeric	2	46-47
FA215	Required Test Type	This field contains the required test type code indicating the type of test administered	[S_OH_Stu_Assessment_C]required_test_type	Alpha-numeric	3	48-50
FA220	Grade Level of Student at time of test	This field contains the student’s grade level at the time the student took the test. This field value is extracted from the FA tab of the Ohio State Information page, Start Page > Student Selection > Ohio State Information > FA.	[S_OH_Stu_Assessment_C]student_grade_level	Alpha-numeric	2	51-52
FA225	Type of Accommodation	This field identifies a student who required special accommodations to take this test. This field value is extracted from a Type of Accommodation field at the Assessment Area on the FA tab of the Ohio State Information page, Start Page > Student Selection > Ohio State Information > FA.	If not blank: [S_OH_Stu_Assessment_C]type_of_accommodation	Alpha-numeric	2	53-54
FA235	Score Not Reported	This field contains the reason the student did not take the test, if applicable. This field value is extracted from the FA tab of the Ohio State Information page, Start Page > Student Selection > Ohio State Information >FA Tab. (Subject) represents the subject name, which is reading, writing, math, social studies, or science.	[S_OH_Stu_Assessment_C]score_not_reported	Alpha-numeric	1	55
FA240	Score	This field contains the score for the assessment area being reported. This field value is extracted from the FA tab of the Ohio State Information page, Start Page > Student Selection > Ohio State Information >FA Tab. (Assessment Area) represents the subject name, such as reading, writing, math, social studies, or science. For the Assessment Area (GD) ONLY-to enable the four digit score to be reported all scores are lowered by 500 points on the FA record export.	[S_OH_Stu_Assessment_C]score	Alpha-numeric	3	56-58

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