Pre-ID Extract – Multiple File

Contents

Introduction

Use this option to generate the file that is uploaded to the test vendor site to request test labels for the KRA and ELA (Early Learning Assessment). This extract includes three .csv files, Enrollments, Teachers and Students.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Pre-ID Extract – Multiple File, student records are selected.

This extract is used to generate the Kindergarten Readiness Assessment (KRA) and Early Learning Assessment (ELA) labels file, which is uploaded to the test vendor site for Ohio.

A .zip file is produced containing three .csv files: Student, Teacher and Enrollment. For more information go to the Ohio Department of Education website.

Students who are enrolled at some point between the report start and report end dates, who are not flagged to be excluded from state reporting will be included.

For the KRA, students must be pre-selected, and students must not have a retained status=1 or A, Start Page > Student Selection > Ohio State Information - Student Attributes - No Date Record (FN) > Retained Status.

For the ELA, students must be pre-selected.

In order for teachers to be associated with students, the student must have a course scheduled (subject codes 196095, 180108 and 180280 for pre-school and 050102 and 050152 for kindergarten).

For the Data Collection Token (ex. kra2017) parameter please enter the token for the current year. This token changes each year. You can obtain the token from the test vendor or ask your ITC for the information. If no value is entered, the report will return a blank column for this value.

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.
The school in which the student is enrolled is not excluded from state reporting.

Student Selection

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

The student is not excluded from state reporting (State/Province-OH>Home Tab> State_ExcludeEnrollment).
The student has a current enrollment record that is active between the term start and end dates and the student has an exit date that is greater than the student’s entry date

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.
Fiscal Year	Enter the fiscal year for the report.
KRA Data Collection Token (ex. kra2017)*	Enter the data collection token for either KRA or ELA depending upon which group of students are selected.
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.

Enrollments

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	Attending District IRN	This field contains the number identifying the school district the student attends. 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
2	District Student ID Number (DSID)	This field value is calculated by concatenating the EMIS prefix and student number.	[Prefs]OH_EMIS_Prefix [Students]Student_Number	Alpha-numeric	9
3	Statewide Student Identifier (SSID)	This field contains the student ID number assigned by the State of Ohio to this student. This value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information - Student Standing Record (FS).	[Students]State_StudentNumber	Alpha-numeric	9
4	Attending School IRN	This field contains the number identifying the school the student attends. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info.	[Students]SchoolID	Alpha-numeric	6
5	Student’s First Name	This field contains the student’s first name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]First_Name	Alpha-numeric	50
6	Student’s Last Name	This field contains the student’s last name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]Last_Name	Alpha-numeric	50
7	Student’s Date of Birth	This field contains the student’s date of birth, MM/DD/YYYY. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]DOB	Numeric	8
8	Teacher State Identification Number	This field contains the teachers Ohio Credential ID that teaches the reading course in which the student is enrolled. A reading course is identified by the course subject code ([S_OH_CRS_COURSES]Subject_Code) assigned to that course. Valid reading subject codes are: 050102 050152	[S_OH_USR_X]Teacher_Credential_ID or [Users]SSN, or [Users]SchoolID and [Users]TeacherNumber	Alpha-numeric	9
9	Teacher’s First Name –	This field contains the first name of the teacher that teaches the reading course in which the student is enrolled	[Users]First_Name	Alpha-numeric	20
10	Teacher’s Last Name	This field contains the last name of the teacher that teaches the reading course in which the student is enrolled	[Users]Last_Name	Alpha-numeric	20

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Students

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	Attending District IRN	This field contains the number identifying the school district the student attends. 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
2	District Student ID Number (DSID)	This field value is calculated by concatenating the EMIS prefix and student number.	[Prefs]OH_EMIS_Prefix [Students]Student_Number	Alpha-numeric	9
3	Statewide Student Identifier (SSID)	This field contains the student ID number assigned by the State of Ohio to this student. This value is extracted from the FS tab, Start Page > Student Selection > Ohio State Information - Student Standing Record (FS).	[Students]State_StudentNumber	Alpha-numeric	9
4	Attending School IRN	This field contains the number identifying the school the student attends. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info.	[Students]SchoolID	Alpha-numeric	6
5	Student’s First Name	This field contains the student’s first name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]First_Name	Alpha-numeric	50
6	Student’s Middle Name	This field contains the student’s middle name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]Middle_Name	Alpha-numeric	30
7	Student’s Last Name	This field contains the student’s last name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]Last_Name	Alpha-numeric	50
8	Student’s Date of Birth	This field contains the student’s date of birth, MM/DD/YYYY. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics. .	[Students]DOB	Numeric	8
9	Ethnicity	This field contains the student’s ethnicity. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]Ethnicity	Numeric	1
10	Gender	This field contains the student’s gender. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.	[Students]Gender	Numeric	1
11-22	Predominant_prior_care, home_care, other_pc_head_start, other_pc_prek, other_pc_child_care_center, other_pc_family, other_pc_nursery, other_pc_even_start, other_pc_hippy, other_pc_parents_as_teachers, other_pc_preschool_special_ed, and other_pc_not_listed.	Not extracted
23	IEP Status	This field value is based on the value in the Disability field on the FD, Start Page > Student Selection > Ohio State Information > FD. This field is set to ‘Y’ if there is a disability condition present and ‘N’ if ‘**’ or a blank is present.	Calculated	Alpha-numeric	1
24	Disability Condition	This field contains the code identifying the student’s primary disability, if applicable. This field value is extracted from the FD, Start Page > Student Selection > Ohio State Information > FD.	[S_OH_STU_FD_X]Disability	Alpha-numeric	2
25	Disadvantagement	This field contains the code that identifies the student’s economic and/or academic disadvantagement if applicable. This field value is extracted from the FD, Start Page > Student Selection > Ohio State Information > FD.	[S_OH_STU_FD_X]Disadvantagement	Alpha-numeric	1
26	Limited English Proficiency	This field contains describes the student’s Limited English Proficiency status. This field value is extracted from the FD, Start Page > Student Selection > Ohio State Information > FD.	[S_OH_STU_FD_X] Limited_English_Proficiency	Alpha-numeric	1

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Teachers

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	Attending District IRN	This field contains the number identifying the school district the student attends. 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
2	Teacher State Identification Number	This field contains the teachers Ohio Credential ID that teaches the reading course in which the student is enrolled. A reading course is identified by the course subject code ([S_OH_CRS_COURSES_X]Subject_Code) assigned to that course. Valid reading subject codes are: 050102 050152 180108 (preschool subject code) 180280 (preschool subject code)	[S_OH_USR_X]Teacher_Credential_ID or [Users]SSN, or [Users]SchoolID and [Users]TeacherNumber	Alpha-numeric	9
3	Attending School IRN	This field contains the number identifying the school the student attends. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info.	[Students]SchoolID	Alpha-numeric	6
4	Teacher Email
5	Teacher’s First Name –	This field contains the first name of the teacher that teaches the reading course in which the student is enrolled	[Users]First_Name	Alpha-numeric	20
6	Teacher’s Last Name	This field contains the last name of the teacher that teaches the reading course in which the student is enrolled	[Users]Last_Name	Alpha-numeric	20

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