Incentive Reimbursement Program

Introduction

The Incentive Reimbursement Program report (also referred to as the CEP report) generates student data in the Oregon consolidated student file format for the Community Eligibility Provision program. The CEP allows high-poverty schools and districts to provide free meals to all enrolled students without collecting individual household applications. This report extracts currently enrolled student demographic and guardian/contact information for submission to the Oregon Department of Education as part of the Consolidated Collections.

Start Page > Reports > State or Provincial Reports > Incentive Reimbursement Program

Report Requirements

The report requires student enrollment data, student demographic data, and guardian/contact data to be up to date.
Students and schools must not be marked as State Exclude from Reporting.
Contact priority, Lives With, Custody, and Data Access flags must be correctly configured for guardians to ensure the correct guardian is selected.

Student Selection Criteria

The report scans for currently active students or for students active on a date specified at run time. One row is exported for each qualifying student.

A student is included if:

The student's entrydate < exitdate AND entrydate <= reportDate AND exitdate > reportDate.
The student is enrolled at a school that is not excluded from reporting (state_excludefromreporting = 0).
The student is not individually excluded from reporting (state_excludefromreporting = 0).
The student falls within the selected school(s) scope.
Both current enrollments (from the Students table) and historical re-enrollments (from the ReEnrollments table) meeting the date criteria are considered.

If a student selection (current selection of students) is provided at runtime, only those students are included.

Report Input

Parameter	Description	Input Type	Required
Select Schools	Unique identifiers for the set of schools for which to generate report content. Only schools not excluded from state reporting are available.	School selection (single or multi)	Yes
Students to Include	List of students from the current selection feature. If provided, limits the report to the selected students.	Current student selection	Yes
Report Snapshot Date	The effective date being reported to the state. Students active on this date are included.	Single date picker	Yes

Validations

School Exclusion: Schools with state_excludefromreporting = 1 are excluded from the report.
Student Exclusion: Students with state_excludefromreporting = 1 are excluded from the report.
Active Enrollment: Only students with overlapping enrollment on the Report Snapshot Date are selected (entrydate <= reportDate AND exitdate > reportDate AND entrydate < exitdate).
Guardian Priority: The report uses a derived priority ranking to select the single best guardian record per student, evaluated in the following order:
- Lives With + Custody + Data Access = Priority 1
- Lives With + Data Access = Priority 2
- Custody + Data Access = Priority 3
- Lives With + Custody = Priority 4
- Data Access only = Priority 5
- Lives With only = Priority 6
- Custody only = Priority 7
- All others = Priority 8
- Within the same derived priority, the Contact Priority Order is used as a tiebreaker.
Address: If the student street address is null or the student has declined directory services (StuDeclDirServ = 1), the school's address is used instead.
SSN: Only the last 4 digits of the SSN are reported.
Legal Name Logic: If any Legal Name field (Legal First, Middle, or Last) is populated in STUDENTCOREFIELDS, the legal name fields are used; otherwise the preferred/regular name fields are used.

Report Output

The report generates a CSV file with the following file name pattern:

OR_Incentive_Reimbursement_Program_[SchoolID]_[Timestamp].csv

The output contains one header row followed by one data row per qualifying student, sorted by Legal Last Name then Legal First Name.

Item #	Field Name	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	Attending School Institution Identifier	AttndSchlInstID	Attending School Institution ID — the school number (or alternate school number if set) of the school where the student is enrolled.	[Schools]school_number / alternate_school_number	String	100
2	District/Local Student ID Number	DistStdntID	District Student ID — the student's district-assigned student number.	[Students]student_number	String	100
3	Secure Student Identifier	ChkDigitStdntID	SSID with Check Digit — the state-assigned student number.	[Students]state_studentnumber	String	100
4	Social Security Number	InstStdntSSNLast4	Last 4 digits of the student's Social Security Number.	[Students]SSN (last 4 chars)	String	4
5	Legal Last Name	InstStdntLastName	Student's Legal Last Name. Uses the Legal Last Name from STUDENTCOREFIELDS if available; otherwise uses the Students table last_name.	[STUDENTCOREFIELDS]PSCORE_LEGAL_LAST_NAME / [Students]last_name	String	50
6	Legal First Name	InstStdntFirstName	Student's Legal First Name. Uses the Legal First Name from STUDENTCOREFIELDS if available; otherwise uses the Students table first_name.	[STUDENTCOREFIELDS]PSCORE_LEGAL_FIRST_NAME / [Students]first_name	String	40
7	Legal Middle Name	InstStdntMiddleName	Student's Legal Middle Name. Uses the Legal Middle Name from STUDENTCOREFIELDS if available; otherwise uses the Students table middle_name.	[STUDENTCOREFIELDS]PSCORE_LEGAL_MIDDLE_NAME / [Students]middle_name	String	40
8	Date of Birth	InstStdntBirthDate	Student's Date of Birth in mm/dd/yyyy format.	[Students]DOB	Date (String)	10
9	Gender	InstStdntGender	Student's Gender Code.	[Students]Gender	String	100
10	Street Address	InstStdntAddress1	Student's street address. Falls back to school address if student address is null or directory service is declined.	[Students]street / [Schools]schooladdress	String	100
11	Address Line 2	InstStdntAddress2	Student Address Line 2. Always null in current implementation.	N/A	String	—
12	City	InstStdntCity	Student's city. Falls back to school city if student address is null or directory service is declined.	[Students]city / [Schools]schoolcity	String	100
13	State	InstStdntState	Student's state from the contact record.	[Person]state	String	100
14	Zip Code	InstStdntZipCode	Student's 5-digit Zip Code. Falls back to school zip if student address is null or directory service is declined.	[Students]zip (first 5 chars) / [Schools]schoolzip	String	5
15	Zip Plus Four Code	InstStdntPlus4	Student's Zip+4 extension. Falls back to school zip+4 if student address is null or directory service is declined.	[Students]zip (chars 6-9) / [Schools]schoolzip	String	4
16	Guardian Last Name	InstStdntGuardianLast	Last name of the highest-priority guardian/contact based on Lives With, Custody, and Data Access ranking.	[Person]lastname (via StudentContactAssoc)	String	Variable
17	Guardian First Name	InstStdntGuardianFirst	First name of the highest-priority guardian/contact.	[Person]firstname (via StudentContactAssoc)	String	Variable
18	Guardian Middle Name	InstStdntGuardianMiddle	Middle name of the highest-priority guardian/contact.	[Person]middlename (via StudentContactAssoc)	String	Variable
19	Second Guardian Last Name	InstStdntGuardianLast2	Student’s second guardian last name	[Person]InstStdntGuardianLast2 (via StudentContactAssoc)	String	50
20	Second Guardian First Name	InstStdntGuardianFirst2	Student’s second guardian first name	[Person]InstStdntGuardianFirst2(via StudentContactAssoc)	String	50
21	Phone Number	InstStdntPhoneNumber	Student's home phone number (digits only, non-numeric characters removed).	[Students]home_phone	String	100