SSID Extract

Contents

Introduction

Report generates the batch input text file for submitting to the SSID system. You can elect to extract all fields or just the fields required by the State of Ohio. The required fields are:

Last Name
First Name
Date of Birth
Gender
Middle Name
Birthplace City
Ethnicity
Native Language
Admission Reason
Existing Student Code

Selection Criteria

Selection criteria determine which database records are used in the report. For the SSID Extract, student records are selected.

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 start and end date selected for the report.
The student is included in state reporting.

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
Use	If run at the district level, choose one of the following from the pop-up menu: Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria. Current School Only – Includes all records associated with the current school that meet the selection criteria. District Wide – Includes all records on the PowerSchool server that meet the selection criteria. 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.
Students to Include	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.
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
Specific Date/Time	Enter a date using the format mm/dd/yyyy or use the date picker icon in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2008 @ 10:05 AM.
User ID	Enter User ID that must be used in the extract header.
DA Site / School District	Enter the DA Site / School District. This is used as the filename prefix for the extract.
Only Export Required Fields	Click to select this check box to include only the fields required by the State of Ohio on the SSID report.

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Report Output (Required Fields Only)

Each of the required 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.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	First Name	This field contains the student’s first name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]First_Name	Alpha numeric	30
2	Last Name	This field contains the student’s middle name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Last_Name	Alpha numeric	30
3	Date of Birth	This field contains the student’s date of birth. This field value is extracted from the DOB field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]DOB	Alpha numeric	10
4	Gender	This field contains the student’s gender. This field value is extracted from the Gender field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Gender	Alpha numeric	1
5	Middle Name	This field contains the student’s last name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Middle_Name	Alpha numeric	30
6	Birth Place City	This field contains the name of the city where the student was born. This field value is extracted from the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.	[S_OH_STU_SSID_X]Birth_Place_City	Alpha numeric	30
7	Ethnicity	This field contains the student’s ethnicity. This field value is extracted from the Ethnicity field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Ethnicity	Alpha numeric	30
8	Native Language	This field contains the student’s native language. This field value is extracted from the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.	[Students]primarylanguage	Alpha numeric	20
9	Admission Reason	This field contains the reason the district is requesting an SID be issued for a newly enrolled student. This field value is extracted from the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.	[S_OH_STU_FS_X]Admission_Reason	Alpha numeric	1
10	Existing SSID	A Y in this field indicates that the student has an existing SSID number from a previous enrollment in an Ohio school district. This field value is extracted from the field, Might the student already have an SSID from previous OH enrollment?, on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.	[S_OH_STU_SSID_X]Existing_SSID	Alpha numeric	1

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Report Output

Each of the fields displayed in the output of the report are described below.

Field	Description
SSID Number	This field contains the student ID number assigned by the State of Ohio to this student. This field value is extracted from the State Student ID field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
First Name	This field contains the student’s first name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.
Last Name	This field contains the student’s middle name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.
Date of Birth	This field contains the student’s date of birth. This field value is extracted from the DOB field on the General Demographics page, Start Page > Student Selection > General Demographics.
Gender	This field contains the student’s gender. This field value is extracted from the Gender field on the General Demographics page, Start Page > Student Selection > General Demographics.
Social Security Number	This field contains the student’s social security number. This field value is extracted from the SSN field on the General Demographics page, Start Page > Student Selection > General Demographics.
Mother’s Maiden Name	This field contains the maiden name of the student’s mother. This field value is extracted from the Mother’s Maiden Name field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Existing SSID	A Y in this field indicates that the student has an existing SSID number from a previous enrollment in an Ohio school district. This field value is extracted from the field, Might the student already have an SSID from previous OH enrollment?, on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Building IRN	This field contains the school building number. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.
District Number	This field contains the district number. This field value is extracted from the Edit District page, Start Page > District Setup > District Information.
IRN of Previous District	This field contains the IRN number of the Ohio school district in which the student was previously enrolled. This field value is extracted from the IRN of Previous District on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
IRN of Original District	This field contains the IRN number of the Ohio school district in which the student was originally enrolled. This field value is extracted from the IRN of Original District on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Native Language	This field contains the student’s native language. This field value is extracted from the Native Language field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Admission Reason	This field contains the reason the district is requesting an SID be issued for a newly enrolled student. This field value is extracted from the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Racial/Ethnic Category	This field contains the student’s ethnicity. This field value is extracted from the Ethnicity field on the General Demographics page, Start Page > Student Selection > General Demographics.
Birth Place City	This field contains the name of the city where the student was born. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Birth Place Zip	This field contains the zip code of the city where the student was born. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Polio Immunization Date	This field contains the last date the student received a Polio immunization. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
MMR Immunization date	This field contains the last date the student received a MMR immunization. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
DTaPI Immunization Date	This field contains the last date the student received a DTaP immunization. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Middle Name	This field contains the student’s last name. This field value is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.
Called Name	This field contains the student called name. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Given Name	This field contains the student’s given name. This field value is extracted from the Student Birth Place City field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Mother’s First Name	This field contains the first name of the student’s mother. This field value is extracted from the Mother field after the comma on the General Demographics page, Start Page > Student Selection > General Demographics.
Mother’s Last Name	This field contains the first name of the student’s mother. This field value is extracted from the Mother field before the comma on the General Demographics page, Start Page > Student Selection > General Demographics.
Father’s First Name	This field contains the first name of the student’s father. This field value is extracted from the Mother field after the comma on the General Demographics page, Start Page > Student Selection > General Demographics.
Father’s Last Name	This field contains the first name of the student’s father. This field value is extracted from the Mother field before the comma on the General Demographics page, Start Page > Student Selection > General Demographics.
Street Number	This field contains the street number for the student’s home address. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
Street Apartment Character	This field contains the apartment number for the student’s home address, if applicable.
Street name	This field contains the street name of the student’s home address. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
Street Type	This field contains the street type of the student’s home address. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
Full Address	This field contains the student’s full home address. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
Full Address 2	This field contains the second line of the student’s home address, if applicable.
City	This field contains the city where the student’s home address is located. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
State	This field contains the state where the student’s home address is located. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
Zip	This field contains the zip code for the home address. This field value is extracted from the Mailing Address field on the General Demographics page, Start Page > Student Selection > General Demographics.
County	This field contains the name of the student’s county of residence. This field value is extracted from the County of Residence field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Country	This field contains the name of the student’s country of residence. This field value is extracted from the Country of Residence field on the SSID tab, Start Page > Student Selection > Ohio State Information > SSID.
Home Phone	This field contains the student’s home telephone number. This field value is extracted from the Home Phone field on the General Demographics page, Start Page > Student Selection > General Demographics.
Other Phone	This field contains another phone number for the student, if applicable.
Vendor ID	This field contains the student ID number assigned by the local district to this student. This field value is extracted from the Ohio SOES Information page, Start Page > Student Selection > SOES Batch File Information.

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