(FD) Student Attributes — Effective Date Record

Contents

Introduction

The Student Attributes — Effective Date Record (FD) report lists demographic attributes for students with an effective enrollment date in the selected reporting period. You are required to report at least one Student Attributes - Effective Date Record for each student reported in EMIS. For students who have changes in elements reported on this record, multiple records may be required. The open/closed concept related to the (FS) Student Standing Record - Hours also applies to this record. Please see the discussion in the general guidelines of that record for additional information.

As with the FS record, closing an FD record requires opening a new FD record with an Effective Start Date of the next calendar day unless closing the FD record was due to a student withdrawing as reported on FS record. In this case, the Effective End Date for both records must match, but in general, a change that causes an FS record to close and a new FS record to open would not also cause an FD record to close and a new FD record to open. FS and FD records with matching Effective Start Dates will usually occur when a student is admitted into the district.

The data that comes to ODE in each record should reflect element values that are true for the student during the time frame between the Effective Start Date and the Effective End Date, inclusive, of the Student Attributes-Effective Date record. These data should not extend into future potential changes to the student's data. No element in the record should contain projected values.

Selection Criteria

Selection criteria determine which database records are used in the report. For the (FD) Student Attributes — Effective Date Record, student enrollment records are selected. The data is extracted from from either:

the FD tab, Start Page > Student Selection > Ohio State Information > FD and
for a student with enrollment history, this field value is extracted from the History tab, Start Page > Student Selection > Ohio State Information > History, or
as otherwise noted.

School Selection

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

The school must be associated with a student included in the report.

Student Selection

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

The student was enrolled at some point during the reporting period, which is specified by the start and end dates.
The student is not excluded from state reporting (State/Province - OH > Home Tab > State_ExcludeEnrollment).
The student is not identified as a ‘Grad Only’ Student (State/Province - OH > Home Tab).
The individual FS record is not excluded from state reporting (FS Tab Current or History > Exclude.

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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
Report Parameters
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.
Report Start Date	Enter the start date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
Report End Date	Enter the end date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
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.
Reporting Period	Select the reporting period for which you are creating the extract.
Fiscal Year	Enter the fiscal year for the report.
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
FD010	Sort Type	The sort type equals FD for the Student Attributes — Effective Date Record extract.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
FD020	Fiscal Year	The fiscal year defaults to the current school year.	N/A	Alpha-numeric	4	12–15
FD030	Reporting Period	This is the reporting period selected on the Student Attributes — Effective Date Record page, Start Page > Reports > Run Reports > Student Attributes — Effective Date Record (FD).	N/A	Alpha-numeric	1	16
FD040	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 CST_SUBDISTRICTS.Subdistrict_number	Alpha-numeric	6	17–22
FD050	EMIS Student ID	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
FD060	Effective Start Date	This field contains the first day, inclusive, that the set of all other values on this record are valid. For a student with an admission date prior to the current year, the Effective Start Date defaults to July 1 of the current school year. If no history records are present for a student, the Effective Start Date is the student’s Enter Date for the current enrollment.	[Students]EntryDate	Numeric	8	32–39
FD070	Effective End Date	This field contains the last day, inclusive, that the set of all other values on this record are valid. For a student with enrollment history, this field value is extracted from the History tab, Start Page > Student Selection > Ohio State Information > History.	[Students]EndDate	Numeric	8	40–47
N/A	Filler	Filler	N/A	Alpha-numeric	2	48–49
FD090	State Equivalent Grade Level	This field contains the student’s state equivalent grade level.	[S_OH_STU_FD_X]State_Grade_Level	Alpha-numeric	2	50-51
FD100	Attendance Pattern	This field contains the student’s attendance pattern code.	[S_OH_STU_FD_X]Local_Att_Pattern	Alpha-numeric	2	52–53
FD110	Disadvantagement	This field contains the code that identifies the student’s economic and/or academic disadvantagement status.	[S_OH_STU_FD_X]Disadvantagement	Alpha-numeric	1	54
FD120	Preschool Poverty Level	This field contains the student’s preschool poverty level, if the student is a preschool student, if applicable.	[S_OH_STU_FD_X]Preschool_Poverty_Level	Alpha-numeric	1	55
FD130	Disability Condition	This field contains the code identifying the student’s primary disability, if applicable, else ‘**’ (Not Applicable)	[S_OH_STU_FD_X]Disability	Alpha-numeric	2	56–57
FD140	Student being served by 504 Plan	This field contains a ‘Y’ if the student is receiving Section 504 plan services, else ‘N’ (No).	[S_OH_STU_FD_X]Section_504	Alpha-numeric	1	58
FD150	Homeless Status	This field contains a student’s homeless status code, if applicable, else ‘*’ (Not Applicable)	[S_OH_STU_FD_X]Homeless_Status	Alpha-numeric	1	59
FD160	Unaccompanied Youth	This field contains a ‘Y’ (Yes), if the student is not in the physical custody of a parent or guardian, else ‘N’ (No).	[S_OH_STU_FD_X]Homeless_Unaccomp	Alpha-numeric	1	60
FD170	Limited English Proficiency	This field describes the student’s Limited English Proficiency status, if applicable, else ‘N’ (No)	[S_OH_STU_FD_X]Limited_English_Proficiency	Alpha-numeric	1	61
FD180	Migrant Status	This field contains ‘Y’(Yes) if the student meets the criteria for a migrant student, else ‘N’ (No). Note: Refer to EMIS Manual for a complete description of the migrant student criteria.	[S_OH_STU_FD_X]Migrant_Status	Alpha-numeric	1	62
FD190	Foreign Exchange Student Graduation Plan	This field contains the code identifying the graduation plan of a foreign exchange student, if applicable, else ‘**’ (Not Applicable)	[S_OH_STU_FD_X]Foreign_Exch_Grad_Plan	Alpha-numeric	1	63
FD200	Immigrant Status	This field contains a ‘Y’ (Yes), if this student meets the immigrant status criteria as provided by the state, else ‘N’ (No)	[S_OH_STU_FD_X]Immigrant	Alpha-numeric	1	64

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