(GJ) - Student Demographic – Race Detail Record

Contents

Introduction

The (GJ) Student Demographic - Race Detail Record report provides each indicated race the parent/guardian has selected.

Selection Criteria

Selection criteria determine which database records are used in the report. For the (GJ) Student Demographic - Race Detail Record report, student records are selected as 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 must be enrolled during the enrollment period selected for the report.
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 (Start Page > Student Selection > Ohio State Information - Home)
This student has at least one Student Demographic - Race Detail record to be reported where the Hispanic/Latino element on the Student Demographic record is set to Y or is set to N with the Summative Race/Ethnic element set to M.

Note: Student records are excluded from this report if the Hispanic/Latino element is set to:

* - Not Re-Collected
N and the Summative Race/Ethnic element is reported with a W, B, A, I, or P

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.
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 – (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. 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.

Back to Top

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	Alpha-numeric	8	1–8
GJ010	Sort Type	The sort type equals GJ for the Student Race extract.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	N/A	1	11
GJ020	Fiscal Year	The fiscal year entered on the report interface page displays.	N/A	Alpha-numeric	4	12–15
GJ030	Reporting Period	This is the reporting period selected on the Student Race (GJ) Record Report page, Start Page > Reports > Run Reports > Student Race (GJ) Record Report.	N/A	Alpha-numeric	1	16
GJ050	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	17–25
GJ060	Racial Group	This field contains a racial value entered for this student. One record for each racial value entered for the student is included on the report. This field value is extracted from the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]FedEthnicity [StudentRace]RaceCd	Alpha-numeric	1	26

Back to Top