(FS) Student Standing Record - Hours (HB410)
Contents
Introduction
The (FS) Student Standing Record – Hours (HB410) Report describes the standing of a student within the district reporting that student. This record also describes situations in which the reporting district receives a student from another district and/or in which the reporting district sends a student to another district. Student Standing records are reported by a district:
- if the student was enrolled in the district,
- if the student received services from the district, or
- if the district had a fiscal or other reporting responsibility for the student.
In the Student (S) reporting period, a district will submit one or more records describing its relationship to a student. A single record will be reported for a student if that student's relationship to the district is unchanged throughout the time frame of the reporting period. If the relationship of a student to the district changes, the original record must be "closed" and a new record "opened," resulting in more than one record submitted for the student during the reporting period.
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 Standing record. These data should not extend into future potential changes to the student's standing. No element in the record should contain projected values.
The Percent of Time that a student participates in district instruction is used, in most situations, as a multiplier when student attendance is calculated.
Error Checking
This report expects to find a matching history record (Start page > Student Selection > State/Province – OH > FS) for every previous enrollment in the current year (Start page > Student Selection > Transfer Information.) This match is made based on the Exit Date minus 1 of a previous enrollment being equal to the Effective End Date of a history record. If this match is not present, the following line is returned at the beginning of the report output: ERROR: Student Number XXXX - Missing Exit Code or Reenrollment Record.
For newly enrolled students, the report expects the Entry Date on the Transfer Info page to be the same as the District Admission date on the FS Tab. If this is not true, the following line is returned at the beginning of the report output: WARNING: Student Number XXXX - District Entry Date does not equal Admission Date
For students who have been withdrawn with a Withdrawal Reason Code of 41, 42, or 45, and the Withdrawn to IRN is not populated, the following line is returned at the beginning of the report output: WARNING: Student Number XXXXX - Exit Code 4X was entered, no Withdrawn To Irn.
To properly calculate attendance for each record the student's [S_OH_STU_FD_X]local_attend_pattern must align with a corresponding Grade Schedule record [S_OH_Grade_Sch_S]. If there is not a corresponding record a line is returned to indicate that attendance was not calculated.
Selection Criteria
Selection criteria determine which database records are used in the report. The data is extracted from:
- the FS tab, Start Page > Student Selection > Ohio State Information > FS tab
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
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:
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 of Students* | Indicate which students to include in the report by selecting one of the following options:
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 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 |
Reporting Period | Select the reporting period for which you are creating the extract – (S) Student. |
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.
|
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 |
FS010 | Sort Type | The sort type equals FS for the Student Standing extract. | N/A | Alpha-numeric | 2 | 9–10 |
N/A | Filler | Filler | N/A | Alpha-numeric | 1 | 11 |
FS020 | Fiscal Year | The fiscal year defaults to the current school year. | N/A | Alpha-numeric | 4 | 12–15 |
FS030 | Reporting Period | This is the reporting period selected on the (FS) Student Standing Record Report page, Start Page > Reports > Run Reports > (FS) Student Standing Record Report. | N/A | Alpha-numeric | 1 | 16 |
FS040 | 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 |
FS050 | 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 [Prefs]OH_EMIS_Prefix | Alpha-numeric | 9 | 23–31 |
FS060 | 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 a District Entry 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 District Entry Date for the current enrollment. Start Page > Modify Info > DistrictEntryDate. | [Students]OH_EffectiveStartDate [S_OH_STU_FS_HISTORY_C]Effective_End_Date | Numeric | 8 | 32–39 |
FS070 | Admission Date | This field contains the date of the student’s first day of attendance for the most recent entry or re-entry into the school district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. | [S_OH_STU_FS_X]admission_date [S_OH_STU_FS_HISTORY_C]admission_date | Numeric | 8 | 40–47 |
FS080 | Student Admission Reason | This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is does not contain a value, a blank is extracted. | [S_OH_STU_FS_X]admission_reason [S_OH_STU_FS_HISTORY_C]admission_reason | Alpha-numeric | 1 | 48 |
FS090 | Effective End Date | This field contains the last day, inclusive, that the set of all other values on this record are valid. If this is a Current enrollment the Effective End Date is calculated by subtracting 1 from the student’s exit date on the Transfer Info screen. If this record is a history record the value is taken from Effective_End_Date field | [S_OH_STU_FS_X]effective_end_date [S_OH_STU_FS_HISTORY_C]effective_end_date | Numeric | 8 | 49–56 |
FS100 | Withdrawal Reason | This field contains the reason for the most recent withdrawal from the school district. If this is a Current enrollment this field value is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit Current Enrollment. If this record is a history record the value is taken from the Reenrollments table. | [Students]OH_WithdrawalReason or [Students]ExitCode or [Reenrollments]ExitCode | Alpha-numeric | 2 | 57–58 |
FS110 | State Student ID (SSID) | This field contains the state student ID for this student. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is does not contain a value, a blank is extracted. | [Students]State_StudentNumber [S_OH_STU_FS_HISTORY_C]State_student_id | Alpha-numeric | 9 | 59–67 |
FS120 | Student Percent of Time | This field contains the average percent of time, for the week, that the student participates in any instruction provided by a certified/licensed employee. If this field is left blank, 100% is reported. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. | [S_OH_STU_FS_X]Percent_Time [S_OH_STU_FS_HISTORY_C]Percent_Time | Numeric | 3 | 68–70 |
FS130 | Tuition Type | This field contains the code identifying the method in which the student is paying tuition to the reporting district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is does not contain a value, a blank is extracted. | [S_OH_STU_FS_X]Tuition_Type [S_OH_STU_FS_HISTORY_C]Tuition_Type | Alpha-numeric | 1 | 71 |
FS140 | District Relationship | This field contains the code identifying the educational relationship between the student and the district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is does not contain a value, a blank is extracted. | [S_OH_STU_HISTORY_C]District_Relationship [S_OH_STU_FS_HISTORY_C]District_Relationship | Alpha-numeric | 1 | 72 |
FS150 | Legal District of Residence | This field contains the six-digit IRN number of the city/municipal, local, or exempted village school district in which the parent is a resident, if residing in-state. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is does not contain a value, a blank is extracted. | [Students]DistrictofResidence [S_OH_STU_FS_HISTORY_C]Legal_District_Residence | Alpha-numeric | 6 | 73–78 |
FS160 | Attending Building IRN | This field contains the IRN of the building within the district that the student attends between the effective dates, inclusive, of the record being reported. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If the Attending Building IRN field is blank on the FS tab, the Building IRN entered on the Home tab is extracted. If the Attending Building on the Home tab is also blank, the school number is extracted. | [S_OH_STU_FS_X]Attending_Building_IRN [S_OH_STU_FS_HISTORY_C]Attending_Building_IRN [S_OH_STU.COMMON_X]Building_IRN [Schools]School_Number | Alpha-numeric | 6 | 79–84 |
FS170 | Assigned Building IRN | This field contains the IRN of the building the student would normally attend according to the standard district attendance policy. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]Assigned_Building_IRN [S_OH_STU_FS_HISTORY_C]Assigned_Building_IRN | Alpha-numeric | 6 | 85–90 |
FS180 | How Received | This field contains the code identifying how student arrived at the district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. | [S_OH_STU_FS_X]How_Received [S_OH_STU_FS_HISTORY_C]How_Received | Alpha-numeric | 1 | 91 |
FS190 | How Received IRN | This field contains the district from which a student is received. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]How_Received_IRN [S_OH_STU_FS_HISTORY_C]How_Received_IRN | Alpha-numeric | 6 | 92–97 |
FS200 | Sent Reason 1 | This field contains the reason a student is sent to another district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. | [S_OH_STU_FS_X]Sent_Reason1 [S_OH_STU_FS_HISTORY_C]Sent_Reason1 | Alpha-numeric | 2 | 98–99 |
FS210 | Sent to IRN 1 | This field contains the district to which a student is sent. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]Sent_To_IRN1 [S_OH_STU_FS_HISTORY_C]Sent_To_IRN1 | Alpha-numeric | 6 | 100–105 |
FS220 | Sent To Percent of Time 1 | This field contains the average percent of time, for the week, that the student participates in any instruction provided by an employee at a non-EMIS reporting entity. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, three zeroes (000) are extracted. | [S_OH_STU_FS_X]Sent_To_Percent_Time1 [S_OH_STU_FS_HISTORY_C]Sent_To_Percent_Time1 | Numeric | 3 | 106–108 |
FS230 | Sent Reason 2 | This field contains the reason a student is sent to another district, if the student is sent to a second district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. | [S_OH_STU_FS_X]Sent_Reason2 [S_OH_STU_FS_HISTORY_C]Sent_Reason2 | Alpha-numeric | 2 | 109–110 |
FS240 | Sent To IRN 2 | This field contains the district to which a student is sent, if the student is simultaneously being sent to a second district. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]Sent_To_IRN2 [S_OH_STU_FS_HISTORY_C]Sent_To_IRN2 | Alpha-numeric | 6 | 111–116 |
FS250 | Sent To Percent of Time 2 | This field contains the average percent of time, for the week, that the student participates in any instruction provided by an employee at a non-EMIS reporting entity. This field value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information > FS. If this field is blank, three zeroes (000) are extracted. | [S_OH_STU_FS_X]Sent_To_Percent_Time2 [S_OH_STU_FS_HISTORY_C]Sent_To_Percent_Time2 | Numeric | 3 | 117–119 |
N/A | Filler | Filler | N/A | Alpha-numeric | 1 | 120-134 |
FS320 | School Year Attendance Hours | This field contains the total number of actual attendance hours for a student with respect to the effective start and end dates of this specific FS record according to the Ohio House Bill 410 attendance rules. This field will overwrite any attendance calculations for this field. NOTE: If data is entered into this field, FS330 and FS340 must also be completed. NO attendance calculations are included. | [S_OH_STU_FS_X]Hrs_Present [S_OH_STU_FS_HISTORY_C]Hrs_Present | Numeric | PIC9(4)V99 | 135-140 |
FS330 | School Year Excused Absence Hours | This field contains the total number of actual excused absence hours for a student with respect to the effective start and end dates of this specific FS record. This field will overwrite any attendance calculations for this field. NOTE: If data is entered into this field, FS320 and FS340 must also be completed. NO attendance calculations are included. | [S_OH_STU_FS_X]Hrs_Excused [S_OH_STU_FS_HISTORY_C]Hrs_Excused | Numeric | PIC9(4)V99 | 141-146 |
FS340 | School Year Unexcused Absence Hours | This field contains the total number of actual unexcused absence hours for a student with respect to the effective start and end dates of this specific FS record. This field will overwrite any attendance calculations for this field. NOTE: If data is entered into this field, FS320 and FS330 must also be completed. NO attendance calculations are included. | [S_OH_STU_FS_X]Hrs_Unexcused [S_OH_STU_FS_HISTORY_C]Hrs_Unexcused | Numeric | PIC9(4)V99 | 147-152 |
FS350 | Admitted From IRN | This field contains the IRN of the district which the student is coming from. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]Admitted_From_IRN [S_OH_STU_FS_HISTORY_C]Admitted_From_IRN | Alpha-numeric | 6 | 153-158 |
FS360 | Withdrawn To IRN | This field contains the IRN of the district which the student is being withdrawn to. If this field is blank, six asterisks (******) are extracted. | [S_OH_STU_FS_X]Withdrawn_To_IRN [S_OH_STU_FS_HISTORY_C]Withdrawn_To_IRN | Alpha-numeric | 6 | 159-164 |
FS370 | County of Residence | This field contains the county of residence. If this field is blank, the report extracts as blank. | [S_OH_STU_FS_X]County [S_OH_STU_FS_HISTORY_C]County | Numeric | 2 | 165-166 |