Data Clearinghouse

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.

Begin Date and Ending Date

Enter the start and end dates for the 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 mm-dd-yyyy 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 AM : 05.

Sub-District

Choose the District/Sub-District from the pop-up menu that you wish to run the report.

Note: This open will be greyed out unless the Sub-District functionality has been enabled on the District Info page.

Student Records (S1)

Select this checkbox to include the S1 records.

The S1 records are pulled from the current and previous student enrollment records.

SCRAM Records (S2) (requires S1 records)

Select this checkbox to include the S2 records.

The S2 records are collected from the special program enrollments for those programs that were associated to a Utah special program category=Self-Contained.

Youth In Custody Records (S3) (requires S1 records)

Select this checkbox to include the S3 records.

The S3 records are collected from the special program enrollments for those programs that were associated to a Utah special program category=Youth In Custody.

Course Membership Record (AM) (requires S1 records)

Select this checkbox to include the AM records.

The AM records are collected from the student schedule (CC). Section enrollments in other schools are also included.

Course Master Records (AC) (requires AM records)

Select this checkbox to include the AC records.

The AC records are collected from all course sections.

Disciplinary (I1 and I2) Records (requires S1 records)

Select this checkbox to include the I1 and I2 records.

The I1 and I2 records are collected from the incident management data collection area.

Record ID

Always extracted as DI=

N/A

A

3

001-003

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

004-005

Year Identifier

Always extracted as ,YR=

N/A

A

4

006-009

School Year

School Year.

Format: CCYY

School Year is determined by the last day of the Year term.

[Terms]LastDay

N

4

010-013

Month Identifier

Always extracted as ,OK=

N/A

A

4

014-017

Which Month

Report End Date entered when running the report.

Always Extracted as MMM.

Valid values:

JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC

N/A

A

3

018-020

SISASOFDATE

The date and time the report completed.

Format: YYYY-MM-DD HH:MM:SS.000

N/A

N

23

021-043

Record ID

Always extracted as SC=

N/A

A

3

001-003

School Number

State assigned and approved school number.

Note: The Alternative School Number is extracted if populated on the Edit School page at the district level.

[Schools]Alternate_School_Number

[Schools]School_Number

N

3

004-006

Days in the School Year

Number of In Session days in the calendar. Cannot be blank and must be greater than 0.

[Schools]inSessionDays

N

3

007-008

Last Day of School

Last In Session Day in the school calendar.

Format: MMDD

Leading 0 must be present for months and days less than 10.

[Schools]lastDayofSchool

N

4

010-013

Schedule Year Type

The term associated with the school.

Valid values:

• Y – Year
• S – Semester
• T – Trimester
• O – Other

Note: Ignored for December and Year End.

Derived based on the following:

[Terms]Abbreviation [Terms]Portion

A

1

014-014

Schedule Day Type

Daily Schedule

Note: Ignored for December and Year End.

[S_UT_SCH_X]ScheduleDayType

A

1

015-015

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

016-017

Record ID

Always extracted as S1=

N/A

A

3

001-003

Student Number

LEA Assigned Student Number.

Note: Must not equal 0 (zero). If student’s number is less than 10 digits, justify left and add trailing zeros.

[Students]Student_Number

N

10

004-013

Soc. Sec. Number

Student’s social security number.

Note: If student does not have an SSN, field must be left blank.

Optional for all updates.

[Students]SSN

N

9

014-022

Last Name

Student’s last name.

Only alpha characters allowed.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

A

20

023-042

First Name

Student’s first name.

Only alpha characters allowed.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

A

16

043-058

Middle Name

Student’s middle name.

Only alpha characters allowed.

Note: Optional for all updates.

[StudentCoreFields]PSCore_Legal_Middle_Name

[Students]Middle_Name

A

16

059-074

Birth Date

Student’s date of birth.

Format: YYYYMMDD

Must be a valid date. Cannot be a current or future date and age cannot be less than 3 or greater than 23.

[Students]DOB

N

8

075-082

Gender

Student’s gender.

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

A

1

083-083

Ethnicity

Indicates if the student is Hispanic or Latino.

Valid values:

• Y – Yes
• N – No

Blank is not valid.

Note: The value of 1 translates to Y. The value of 0 translates to N.

[Students]FedEthnicity

A

1

084-084

Amer Indian/Alaskan Native

Indicates if the student is American Indian or Alaska Native.

Valid values:

• Y – Yes
• Blank – No

Note: If Yes, Tribal Affiliation cannot be blank.

Student must indicate at least and only one race.

[StudentRace]RaceCd = I

A

1

085-085

Asian

Indicates if the student is Asian.

Valid values:

• Y – Yes
• Blank – No

Note: Student must indicate at least and only one race.

[StudentRace]RaceCd = A

A

1

086-086

Black or African Amer

Indicates if the student is black or African American.

Valid values:

• Y – Yes
• Blank – No

Note: Student must indicate at least and only one race.

[StudentRace]RaceCd = B

A

1

087-087

Hawaiian / Pacific Isl.

Indicates if the student is Hawaiian or Pacific Islander.

Valid values:

• Y – Yes
• Blank – No

Note: Student must indicate at least and only one race.

[StudentRace]RaceCd = P

A

1

088-088

White

Indicates if the student is white.

Valid values:

• Y – Yes
• Blank – No

Note: Student must indicate at least and only one race.

[StudentRace]RaceCd = C

A

1

089-089

Grade Level

Student’s current grade level.

Valid values:

• -1 or PK – Pre-Kindergarten
• 00 – 12 – Kindergarten through grade 12

For Special Education students in an ungraded setting, determine grade level basis on the student’s craniological age.

[Students]Grade_Level

[ReEnrollments]Grade_Level

N

2

090-091

Entry Date

Student’s entry date for current school year.

Format: YYYYMMDD

Note: If student has enrolled multiple times in the same school, use first entry date.

[Students]EntryDate

[ReEnrollments]EntryDate

N

8

091-099

Exit Date

Student’s exit date.

Format: YYYYMMDD

Note: If student has enrolled multiple times in the same school, use last exit date.

Required if there is an exit code.

[Students]ExitDate

[ReEnrollments]ExitDate

N

8

100-107

Exit Code

School exit code.

Note: Required if there is an exit date.

[Students]ExitCode

A

2

108-109

School Membership

School’s total aggregate school membership.

Note: Include only regular school membership.

If student is SPED with no regular membership days and SCRAM membership, then enter PVT in this field.

Required at Year End update.

Calculated from Report Start Date to Report End Date, excluding SCRAM membership.

Membership days should be reported in 180 days.

Calculation for 180 day equivalent is (a * (180 / b))

a = number of days student was in membership (school)

b = number of days school was in session

A

3

110-112

High School Completion Status

High school completion status for seniors, grade level 12.

Note: October upload requires all RT – Retained Seniors or Blank. Otherwise it will be flagged as an error.

Required at Year End.

[S_UT_STU_X]HSCS

A

2

113-114

Part-Time Home School

Part-time status indicator.

Valid values:

• H – Home School
• P – Private School
• S – Stable

Note: Optional, reported at Year End updates.

[S_UT_STU_X]PartTime

A

1

115-115

Concentrator

Six-digit number for students in career and technical programs.

Note: Optional, reported at Year End.

[S_UT_STU_X]seop_goal

N

6

116-121

Voc-Academ Disadv

Vocational Academically Disadvantaged.

Valid values:

• D – Cum GPA 1.99 or below
• Blank – All others

Note: Optional, reported at Year End.

[S_UT_STU_X]voc_academ_disadv

A

1

122-122

Tech Prep

College Technical Prep Student

Valid values:

• Y – Tech Prep Student
• Blank – All others

Note: Optional, reported at Year End.

[S_UT_STU_X]tech_prep

A

1

123-123

Tribal Affiliation

Indian tribal affiliation.

Note: If Ethnicity is I then Tribal Affiliation cannot be blank.

[Students]RaceCd

A

1

124-124

Limited English

Limited English Proficiency indicator. Indicates if the student is an English learner.

Note: Students who are listed as Y or O will be counted as ELL.

If Y, O, or F ELL Native, and ELL Parent must be present.

If Y or O ELL Instruction, must be present.

If F ELL Monitored Entry Day, must have a valid date for a year prior to the year where data is being reported.

Required if student is ELL.

Values of 1-4 will be converted to Y and 5 will be converted to F.

[SpEnrollments]Code1

The latest Entry Date Record where Program Name = ELL.

A

1

125-125

Economic Disadv

Identifies student’s status as Economically Disadvantaged.

Note: Optional, reported for October and Year End.

[S_UT_STU_X]LunchApplic

A

1

126-126

Resident Status

Identifies resident status.

Note: Students with A, F, or J will not be counted in membership.

Required October and Year End.

[S_UT_STU_X]resident_status

A

1

127-127

Phone Number

Student’s home phone number.

Note: Enter 3 digit area code and 7 digit phone number.

If not blank, must contain all 10 digits.

Optional.

[Students]home_phone

N

10

128-137

Migrant

Migrant student indicator.

Valid values:

• Y – Migrant Student
• Blank – All others

Note: Optional. Reported October and Year End.

[S_UT_STU_X]migrant

A

1

138-138

Days Attended

The sum of days attended by the student and counted as present in regular and self-contained SPED classes. Reported in 180-day equivalent days.

Note: Required for Year End.

Calculated from Report Start Date to Report End Date.

Calculation for 180 day equivalent is (a * (180 / b))

a = number of days student was in attendance (school)

b = number of days school was in session

Blank is an error at year end.

Cannot be greater than the sum of school membership and self-contained SCRAM membership and self-contained YIC membership.

If the sum of days attended for all students associated with a school is less than 50% of total membership a warning, will be generated.

If the sum of days attended for all students associated with a school is 0, an error will be generated.

N

3

139-141

Homeless

Student’s homeless status.

Blank is an error at year end.

Note: Required for October and Year End.

[S_UT_STU_X]homeless_code

N

1

142-142

First Enroll in US

Date first enrolled in US schools.

Format: CCYYMMDD

Use the last day of the month if day is unknown.

Student was born outside of the US.

Must be a valid date and not greater than current date or school entry date.

Note: Optional for October and Year End.

[S_UT_STU_X]dayofentryintoUSA

N

8

143-150

ELL Native Language

Student’s native or first language.

Note: Required if students limited English code is Y, O, or F.

Blank is acceptable for December 1.

[S_UT_STU_X]primarylanguage

A

3

151-153

ELL Parent Language

Parent’s language of preference.

Note: Required if students limited English code is Y, O, or F.

Blank is acceptable for December 1.

[S_UT_STU_X]ParentLanguage

A

3

154-156

ELL Monitored Entry Date

Date limited English changed to F.

Format: YYYYMMDD

Note: Required if student’s limited English code is F.

If limited English is F, the year must be in a school year prior.

Must be blank if Limited English code is not F.

[S_UT_STU_X]LEPExitDate

N

8

157-164

Student Zip Code

First five numbers in the student’s zip code.

All zip codes must start with 84.

Note: Required for October and Year End.

[Students]Zip

N

5

165-169

MESA Program

Student’s involvement in MESA program.

Note: Optional.

If entered only Blank, A, B, or C is allowed.

[S_UT_STU_X]MESA

A

1

170-170

District of Residence

Student’s district of residence.

Valid values: 01-40,42 – Valid regular Utah school district school numbers

Must include leading zeros for district numbers less than 10.

Note: Optional for regular districts.

Required for charter schools. Displayed on October and year end summaries for charter schools.

[Students]DistrictOfResidence

[ReEnrollments]DistrictOfResidence

or

[Prefs]Value

[Prefs]Name = districtnumber

N

2

171-172

School of Record

Student’s school of record. Used for students enrolled in more than one school at the same time.

Valid values:

• N – Not the student’s school of record.
• Blank – All others

Note: Clearinghouse edit program will look for a blank in one of the schools. If there is more than one blank it will report an error.

Optional reported in October and Year End.

[S_UT_STU_X]SchoolOfRecord

[S_UT_REN_X]SchoolOfRecord

A

1

173-173

Gifted

Gifted student indicator.

Valid values:

• Y – Gifted student
• Blank – All others

Note: Optional.

[S_UT_STU_X]Gifted

A

1

174-174

504 Services

Student receives section 504 services.

Valid values:

• Y – Received 504 services
• Blank – All others

Note: Optional.

[Students]UT_504

A

1

175-175

ELL Instruction Type

Student receives ELL instruction type.

Note: Cannot be blank if Limited English is Y or O.

[SpEnrollments]Code1

The latest Entry Date Record where Program Name = ELL

A

3

176-178

NCLB School Choice

School out of area by choice.

Valid values:

• Y – Enrolled by choice under previsions on NCLB Title 1 Part A
• Blank – All others

Note: Optional.

[S_UT_STU_X]NCLBSC

A

1

179-179

NCLB Supp Serv Lang

Student receives supplemental services in language.

Note: Optional.

[S_UT_STU_X]NCLBSSLA

A

1

180-180

NCLB Supp Serv Math

Student receives supplemental services in math.

Note: Optional.

[S_UT_STU_X]NCLBSSM

A

1

181-181

Statewide Student ID

The number assigned to the student using the Statewide Student Identifier – SSID process.

Must be a numeric value greater than 1,000,000.

[Students]State_StudentNumber

N

10

182-191

Cumulative GPA

Student’s accumulative GPA.

Valid values:

• 0000 – 4000 – actual GPA
• NGPA – No GPA

Note: Required for grades 9-12 for Year End. Blank is an error.

Calculated.

N

4

192-195

Special Ed Exit Date

Date student exited special education services.

Format: YYYYMMDD

Student must be completely exited from all special ed services.

Note: Required at Year End.

[S_UT_STU_X]SpecialEdExitDate

N

8

196-203

Kindergarten Type

Kindergarten type if student is 00.

Note: Required if grade level is 00.

Must be blank if grade level is not 00.

Required for Year End Report.

[S_UT_STU_X]KindergartenType

[S_UT_REN_X]KindergartenType

A

2

204-205

Military Child

The student is a child of a military parent.

Valid values:

• 0 – Military child
• Blank – Not military child

Note: Optional.

[S_UT_STU_X]MilitaryChild

N

1

206-206

Refugee Student

Refugee status indicator.

Valid values:

• Y – Refugee
• Blank – Not refugee

Note: Optional.

[S_UT_STU_X]Refugee

A

1

207-207

Immigrant

Select the checkbox if the student is an immigrant. You must also enter the date the student first enrolled in a school in the US.

[S_UT_STU_X]Immigrant

A

1

208-208

Reads at this Grade level

Select this checkbox if this student reads at this grade level.

[S_UT_STU_X]ReadOnGradeLevel

[S_UT_REN_X]ReadOnGradeLevel

A

1

209-209

Receives Reading Intervention

Select this checkbox if this student receives reading intervention.

[S_UT_STU_X]ReadingIntervention

[S_UT_REN_X]ReadingIntervention

A

1

210-210

Race Observation By ID

Select this checkbox if this student race was identified by observation.

[S_UT_STU_X]RaceSelfIdentified

A

1

211-211

Accompanied Student

The student is in the physical custody of a parent or guardian.

Valid values:

• Y – A youth who is in the physical custody of a parent or guardian
• N – A youth who is NOT in the physical custody of a parent or guardian

Note: Required if Homeless is not 0.

[S_UT_STU_X]AccompaniedStudent

A

1

212-212

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

213-214

School Number

State assigned and approved school number.

[Schools]Alternate_School_Number,

else

[Students]Schoolid

[ReEnrollments]Schoolid

N

3

215-217

Record ID

Always extracted as S2=

N/A

A

3

001-003

Student Number

LEA assigned student number.

Note: Must not equal 0 (zero). If student’s number is less than 10 digits, justify left and add trailing zeros.

May not equal zero. Students with S2 records must also be listed in the schools S1 extract output.

[Students]Student_Number

N

10

004-013

Disability Type

Defines the type of disability.

Note: DD cannot be used for students older than nine.

[SpEnrollments]Code1

A

2

014-015

Time

The amount of time the student receives special education related services.

Valid values:

• A – 1-59 minutes
• B – 60-179 minutes
• C – 180 minutes or more

Note: If present for Pre-K it will be ignored.

[SpEnrollments]Code2

N

1

016-016

SCRAM Entry Date

The date the student first started receiving special education related services.

Format: YYYYMMDD

Note: Program enrollments cannot span more than one school year.

[SpEnrollments]Enter_Date

N

8

017-024

SCRAM Exit Date

The day following the last day the student received special education services.

Format: YYYYMMDD

Note: For accurate membership calculations, the special program enrollment MUST have a valid exit date.

If the student is still receiving services, the exit date should reflect the day after the last day of school.

[SpEnrollments]Exit_Date or Report End Date

N

8

025-032

SCRAM Exit Reason

The reason this student exited special education related services.

Note: Required if the exit date is in the past.

[SpEnrollments]ExitCode

A

1

033-033

SCRAM Membership

Total aggregate SCRAM membership days.

Report self-contained membership days in the S2 record only. Do not include in the S1 record.

Note: Required at Year End.

Calculated.

Rule: 180 day equivalent is

(a * (180 / b))

a = number of days student was in membership (school)

b = number of days school was in session

The calculation also utilizes the “MembershipValue” field from the PS_ADAADM_MEETING_PTOD view to correctly calculate the membership for students that are not enrolled with a full schedule.

N

3

034-036

Regular Percent

Percent of time the student is in regular education classes.

Note: Required for all students above pre-k and pre-k students with Environment – E.

[S_UT_SEN_X]RegularEducationPortion

N

1

037-037

Environment

The type of educational setting in which the student receives special education services.

[S_UT_SEN_X]EducationalSetting

A

1

038-038

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

039-040

School Number

State assigned and approved school number.

Note: [Schools]School_Number of the reporting school is the School Number of the SC record the data is being reported under.

[Schools]Alternate_School_Number

or

[Schools]School_Number

N

3

041-043

Record ID

Always extracted as S3=

N/A

A

3

001-003

Student Number

LEA assigned student number.

Note: Must not equal 0 (zero). If student’s number is less than 10 digits, justify left and add trailing zeros.

May not equal zero. Students with S3 records must also be listed in the schools S1 extract output.

[Students]Student_Number

N

10

004-013

Custody Type

Defines the type of custody.

The valid values are:

• DCFS=Division of Child and Family Services
• DJJS=Division of Juvenile Justice Services
• BOIA=Bureau of Indian Affairs

[S_UT_SEN_X]YICCustodyType

A

4

014-017

Time

The amount of time the student receives youth in custody related services.

Valid values:

• A – 1-59 minutes
• B – 60-179 minutes
• C – 180 minutes or more

Note: If present for Pre-K it will be ignored.

[SpEnrollments]Code2

N

1

018-018

Environment

The type of educational setting in which the student receives youth in custody related services.

The valid values are:

• H=Homebound/Hospitalized
• R=Public Residential Facility
• T=Private Residential Facility
• V=Regular School setting

[S_UT_SEN_X]EducationalSetting

A

1

019-019

YIC Entry Date

The date the student first started receiving youth in custody related services.

Format: YYYYMMDD

Note: Program enrollments can span more than one school year.

[SpEnrollments]Enter_Date

N

8

020-027

YIC Exit Date

The day following the last day the student received special education services.

Format: YYYYMMDD

Note: If student is still receiving services, this field is blank.

Valid date must be present if YIC exit code is entered.

[SpEnrollments]Exit_Date or Report End Date

N

8

028-035

YIC Exit Reason

The reason this student exited special education related services.

Note: Required if exit date is entered.

[SpEnrollments]ExitCode

A

1

036-036

YIC Membership

Total aggregate YIC membership days.

Calculated.

Rule: 180 day equivalent is

(a * (180 / b))

a = number of days student was in membership (school)

b = number of days school was in session

The calculation also utilizes the “MembershipValue” field from the PS_ADAADM_MEETING_PTOD view to correctly calculate the membership for students that are not enrolled with a full schedule. This value is also stored in:

[Students]Membershipshare

Note: School membership (S1) [plus] self-contained SCRAM membership (S2) [plus] self-contained YIC membership (S3) cannot exceed 180 days.

N

3

037-039

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

040-041

School Number

State assigned and approved school number.

Note: [Schools]School_Number of the reporting school is the School number of the SC record the data is being reported under.

[Schools]Alternate_School_Number

or

[Schools]School_Number

N

3

042-044

Record ID

Always extracted as AC=

N/A

N

3

001-003

Course & Section

A unique course and section number to identify class within a school.

[Sections]Course_Number

[Sections]Section_Number

A/N

12

004-015

Period

Indicates the period the class is taught.

Based on [Section_Meeting]Cycle_Day_Letter and [Section_Meeting]Period_Number

N

2

016-017

Where Taught Dist

LEA where the course is taught.

If where taught school is blank, then where taught district must be blank.

If present it will be validated against the CACTUS table.

Note: Optional for reporting.

[Sections]WhereTaughtDistrict

N

2

018-019

Where Taught Schl

School where the course is taught. Used if course is taught at another school.

If where taught district is blank, then where taught school must be blank.

If present, it will be validated against the CACTUS table.

Note: Optional for reporting.

[Sections]WhereTaught

N

3

020-022

Teacher 1

CACTUS ID of teacher of record.

Note: Validated against CACTUS database.

[S_UT_USR_X]CactusID

N

9

023-032

CIP Code Number

Vocational CIP code number.

Note: Used for CTE Classes only.

If entered, must be complete.

Reported in Year End report.

[Courses]code

A

06

032-037

Semester Length

Vocational Semester Length.

Possible values:

Blank

• 1 – 90 days, First Semester
• 2 – 90 days, Second Semester
• 3 – 60 days, Trimester
• 4 – 180 days, Year

Note: Used for CTE classes only.

Reported in Year End report.

Based on [Courses]Vocational, [Terms]Portion, and [Terms]Abbreviation

N

1

038-038

Course Title

Course name.

[Courses]Course_Name

A/N

20

039-058

Core Code

Graduation course code.

Note: Validated against CACTUS database.

[Courses]Alt_Course_Number

N

11

059-069

Teacher 2 ID

CACTUS ID of second teacher.

Note: Optional for reporting.

Validated against CACTUS database.

[S_UT_SEC_X]SecondTeacher

[S_UT_USR_X]CactusID

N

9

070-078

Teacher 3 ID

CACTUS ID of third teacher.

Note: Optional for reporting.

Validated against CACTUS database.

[S_UT_SEC_X]ThirdTeacher,

[S_UT_USR_X]CactusID

N

9

079-087

College Granting Cr

College granting concurrent enrollment credit.

Note: Optional unless core code contains 13 in position 7 and 8. Validated against district numbers of state colleges.

[S_UT_SEC_X]CollegeGranting

N

2

088-089

Where Taught Campus

Where concurrent enrollment is taught.

Valid values:

• C – College Campus
• H – High School Campus
• Blank – If core code does not contain 13 in position 7 and 8

Note: Optional unless core code contains 13 in position 7 and 8.

[S_UT_SEC_X]CollegeCampus

A

1

090-090

Instruct Setting

Note: Required for core codes designated for grades 7-12.

[S_UT_SEC_X]CrseInstrSetting

A

2

091-092

Instruct Hrs Sched

Total number of hours scheduled for instruction rounded to the nearest integer.

This optional field is left blank.

N

3

093-095

Term

The term for the class/section.

[Sections]TermID

A/N

4

096-099

Cycle

The cycle for the class/section.

[Section_Meeting]Cycle_Day_Letter

A/N

1

100-100

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

101-102

School Number

State assigned and approved school number.

Note: [Schools]School_Number of the reporting school is the School Number of the SC record the data is being reported under.

[Schools]Alternate_School_Number

or

[Schools]School_Number

N

3

103-105

Record ID

Always extracted as AM=

N/A

A

3

001-003

Student Number

LEA Assigned Student Number.

Note: Must not equal 0 (zero). If student’s number is less than 10 digits, justify left and add trailing zeros.

Students with AM records must also be listed in the schools S1 extract output.

[Students]Student_Number

N

10

004-013

Course Number

Course and section number.

[Sections]Course_Number [Sections]Section_Number

N

12

014-025

Period

Period taught.

Based on [Section_Meeting]Cycle_Day_Letter and [Section_Meeting]Period_Number

N

2

026-027

Aggregate Memb

Total aggregate days of membership for the student in the course.

Calculation for 180-day equivalent is (a * (180 / b))

a = number of days student was in membership (school)

b = number of days school was in session

Note: This field is bypassed beginning 2011-2012.

Number of in Session days for [Section_Meeting]Cycle_Day_Letter between [CC]DateEnrolled and [CC]DateLeft

Converted to 180 days equivalency.

N

3

028-030

Course Entry Date

The first day the student began instruction in the course.

Format: YYYYMMDD

[CC]DateEnrolled

N

8

031-038

Course Exit Date

The day following the last day the student exited the course.

Format: YYYYMMDD

If present, it must be within the current school year.

[CC]DateLeft

N

8

039-046

Days Attended

Total number of days the student attended the class.

Calculation for 180-day equivalent is (a * (180 / b))

a = number of days student was in attendance (school)

b = number of days school was in session

Note: Required for Year End report.

Blank is accepted for October if Instructional Setting in the AC record is CC, EC, or ON, or Where Taught Campus in the AC record is C, Required for year end.

Note: This field is bypassed beginning 2011-2012.

Number of in Session days for [Section_Meeting]Cycle_Day_Letter between [CC]DateEnrolled and [CC]DateLeft minus [StoredGrades]Absences

Converted to 180 days equivalency.

N

3

047-049

Credits Attempted

Number of high school credits attempted for grades 9-12.

Must be complete. 0000 is acceptable, Blank is an error.

Required at Year End for grades 9-12.

[StoredGrades]PotentialCrHrs

Rule: If [Students]Grade_Level >= 9 then extract value otherwise 0000

N

4

050-053

Grade Earned

The grade earned for the course.

Note: Optional

[StoredGrades]Grade

N

5

054-058

Actual Membership

Actual CTE membership.

Note: This field should reflect the actual days of membership and not the 180-day equivalent.

Only output if [Courses]Vocational=1 (CTE Courses)

If [S_UT_SEC_X]VocMult < 1 equals Number of days of this enrollment

Otherwise

Equals Number of days of this enrollment * [S_UT_SEC_X]VocMult

N

3

059-061

Concurr Enrolled

Indicates if student is attempting to take class for college credit.

Valid values:

• Y – Taking class for college and high school credit.
• N – Taking class for high school credit only.
• Blank – Class is not a concurrent enrollment class

If the AC record for this AM reference has 13 in position 7 and 8 of the core code, this field may be used but can be left blank.

[S_UT_CC_X]Concurrent

A

1

062-062

Instruct Hrs Memb

Total number of hours the student was in membership in this class, rounded to the nearest integer.

Round total minutes student was in membership divided by 60.

Note: Optional.

This optional field is left blank.

N

3

063-065

Instruct Hrs Attend

Total number of hours the student was in attendance in this class, rounded to the nearest integer.

Round total number of minutes student was in attendance divided by 60.

Note: Optional.

This optional field is left blank.

N

3

066-068

Credits Earned

Number of high school credits earned for the class.

Must be complete. 0000 is acceptable, Blank is an error.

[StoredGrades]EarnedCrHrs

Rule: If [Students]Grade_Level >= 9 then extract value otherwise 0000

N

4

069-072

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

073-074

School Number

State assigned and approved school number.

Note: [Schools]School_Number of the reporting school is the School Number of the SC record the data is being reported under.

[Schools]Alternate_School_Number

or

[Schools]School_Number

N

3

075-077

Record ID

Always extracted as I1=

N/A

A

3

001-003

Incident ID

A numeric value from 1 – 99999 that uniquely identifies each incident record for the school.

[PSRW_IncidentType]Incident_ID

N

10

004-013

Gang Related

Indicates whether the incident was gang related. This value is determined by the “Gang Related” incident attribute.

Valid values:

• Y – Yes, gang related
• N – No, not gang related
• U – Unknown

[PSRW_IncidentAttribute]Short_Desc

A

1

014-014

Incident Date

The date the incident occurred, extracted in the format YYYYMMDD.

[PSRW_Incident]Incident_TS

N

8

015-022

Incident Description

The description of the incident. This value is reported from the “Title” field on the incident.

[PSRW_Incident]Incident_Title

A

250

023-272

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

2

273-274

School Number

State assigned and approved school number.

[Schools]Alternate_School_Number,

else

[Incident]School_Number

N

3

275-277

Record ID

Always extracted as I2=

N/A

A

03

001-003

Incident ID

A numeric value from 1 – 99999 that uniquely identifies each incident record for the school.

[PSRW_IncidentType]IncidentID

N

10

004-013

Student Number

LEA assigned student number. Only students assigned the participant role of Offender or Victim in an incident are reported.

[PSRW_IncidentParticipant]Participant_Number

N

10

014-023

Caused Incident

Indicates if this student caused the incident. This value is determined by the “Caused Incident” participant attribute for this student.

Valid values:

• Y – Yes
• N – No

[PSRW_ParticipantAttr]Sub_Category

A

01

024-024

Injured

Indicates if the student in this record was injured in the incident. This value is determined by the “Injury” participant attribute for this student.

Valid values:

• Y – Yes
• N – No

[PSRW_ParticipantAttr]Sub_Category

A

01

025-025

Gang Prev Prog

Indicates if the student was part of a gang prevention program at the time of the incident. This value is determined by the “Gang Preventative Program” participant attribute for this student.

Valid values:

• Y – Yes
• N – No

[PSRW_ParticipantAttr]Sub_Category

A

01

026-026

Discipline Method

(Optional field)

Indicates the disciplinary action taken for the student. This value is determined by the Action code assigned to the student’s behavior.

Valid values:

• S – Suspended
• E – Expelled
• BLANK – Other or No discipline

[PSRW_ParticipantBehaviorAction] Incident_Category

A

01

027-027

Number of Days

The number of days the discipline action (suspension, expulsion) was in effect. This value is determined by the Actual Duration assigned to the action. If the Actual Duration is blank, then the Assigned Duration is reported.

Valid values: 000-180.

000 is only valid if the Discipline Method is blank.

[PSRW_IncidentAction]Duration_Actual

[PSRW_IncidentAction]Duration_Assigned

N

03

028-030

In School

Indicates if the disciplinary action took place in school or out of school. This value is reported as “Y” if the  Action code assigned to the student’s behavior is “Suspended” and the Action subcode is ISS (In school).

Valid values:

• Y – In school
• N – Out of School

[PSRW_ParticipantBehaviorAction]Sub_Category

A

01

031-031

Services Offered

Indicates if services were offered for the student. This value is determined by the “Serviced Offered” attribute on the student’s disciplinary action.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

032-032

Referred to Police

Indicates if the incident was referred to the police. This value is determined by the “Referred to Police” attribute on the student’s disciplinary action.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

033-033

Referred to Court

Indicates if the incident was referred to court. This value is determined by the “Referred to Court” attribute on the student’s disciplinary action.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

034-034

Referred to Program

Indicates if the incident was referred to a program. This value is determined by the “Referred to Program” attribute on the student’s disciplinary action.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

035-035

Alternative Placement

Indicates if alternative placement was provided/administered to the student for the incident. This value is determined by the “Alternative Placement” attribute on the student’s disciplinary action.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

036-036

Hearing Officer Removal

Indicates if a hearing officer removed the student. This value is determined by the “Hearing Officer Removal” attribute on the student’s disciplinary action.

Note: A “Y” for this field is only valid for students with a SCRAM record.

Valid values:

• Y – Yes
• N – No

[PSRW_IncidentActionAttribute]Subt_Category

A

01

037-037

PI Infraction Type

The primary infraction type (or incident type) for this student in the incident. This value is determined by the Behavior code and Behavior subcode assigned to the student. If there are multiple behaviors assigned to the student, then the primary behavior is reported.

[PSRW_ParticipantBehavior] State_Detail_Report_Code

N

02

038-039

PI Weapon

The primary weapon used in the incident. This value is determined by the Object code assigned to the student. If there are multiple objects assigned to the student, the first listed object is reported.

Valid values:

• 1 – Handgun
• 2 – Rifle
• 3 – Shotgun
• 4 – Other Explosive Device
• 5 – Knife or Other Sharp Object
• 6 – Other Object Used as a Weapon
• 7 – Substances Used as a Weapon
• 8 – Look Alike
• 9 – None

[PSRW_ParticipantBehavior] State_Detail_Report_Code

N

01

040-040

PI Role

The primary role of this student in the incident. This value is determined by the participant role assigned to the student, either Offender or Victim. In addition, if the “Also Victim” participant attribute code is checked, then the value is reported as “B.”

Valid values:

• O – Offender
• V – Victim
• B – Both

[PSRW_IncidentParticipantObject] State_Aggregate_Rpt_Code

A

01

041-041

SI1 Infraction Type *

The secondary infraction type (or incident type) of the student for the incident.

Not Reported

N

02

042-043

SI1 Weapon *

The secondary weapon used in the incident.

Not Reported

N

01

044-044

SI1 Role *

The secondary role of the student in the incident.

Not Reported

A

01

045-045

SI2 Infraction Type *

An additional secondary infraction type (or incident type) of the student for the incident.

Not Reported

N

02

046-047

SI2 Weapon *

An additional secondary weapon used in the incident.

Not Reported

N

01

048-048

SI2 Role *

An additional secondary role of the student in the incident.

Not Reported

A

01

049-049

SI3 Infraction Type *

An additional secondary infraction type (or incident type) of the student for the incident.

Not Reported

N

02

050-051

SI3 Weapon *

An additional secondary weapon used in the incident.

Not Reported

N

01

052-052

SI3 Role *

An additional secondary role of the student in the incident.

Not Reported

A

01

053-053

SI4 Infraction Type *

An additional secondary infraction type (or incident type) of the student for the incident.

Not Reported

N

02

054-055

SI4 Weapon *

An additional secondary weapon used in the incident.

Not Reported

N

01

056-056

SI4 Role *

An additional secondary role of the student in the incident.

Not Reported

A

01

057-057

LEA Number

District Number.

State assigned and approved LEA Number.

[Prefs]DistrictNumber

N

02

058-059

School Number

State assigned and approved school number.

[Schools]Alternate_School_Number,

else

[Incident]School_Number

N

03

060-062

Serious Bodily Injury

Identifies whether or not the student caused serious bodily injury.

[PSRW_PARTICIPANTATTR] State_Detail_Report_Code

N

01

063-063