Special Programs Data Validation Report

Introduction

The Special Program Data Validation Report extracts state-reportable information from Resource / Self Contained, Youth-in-Custody, ELL, and 504 special program records, which allows you to verify the completeness and accuracy of the student data without running a SIF submission.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the [Students] table based on the following criteria:

The student must not be excluded from state reporting.
The student’s school must not be excluded from state reporting.
The student must be enrolled in the school during the reporting period (the student is not included if they are pre-registered).

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Select Schools	Indicate which Schools to include in the report by selecting one of the following options: Running the report from a school- Select the school to include in the report. Running the report from the District - Select one or more schools to include in the report.
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.
Start Date	Enter the start date for the reporting period.
End Date	Enter the end date for the reporting period.

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.

Filename

Extract files use the following naming convention:

UTREx_Prog_Validation[Timestamp].zip
- SPResourceContainedElements_[Timestamp].csv
- SPYouthInCustody_[Timestamp].csv
- SPELLElements_[Timestamp].csv
- SP504Elements_[Timestamp].csv

Example:

UTREx_Prog_Validation_201805171429.zip
- SPResourceContainedElements_201805171429.csv
- SPYouthInCustody_201805171429.csv
- SPELLElements_201805171429.csv
- SP504Elements_201805171429.csv

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Resource / Self-Contained Elements

FileName: SPResourceContainedElements_[Timestamp].csv

Data Element	Description	[Table]FieldName
School ID	The school number.	[SpEnrollments]ProgSchoolID
Student Name	The student’s preferred name.	[Students]LastFirst
Student Number	The student’s locally assigned identifier.	[Students]Student_Number
SSID	The number assigned to the student using the Statewide Student Identifier – SSID process.	[Students]State_StudentNumber
Grade Level	The student’s grade level.	[Students]Grade_Level
Age	The student's age as derived by their birthday.	[Students]DOB
Program Name	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Program ID	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Entry Date	The student’s entry date for the program enrollment	[SpEnrollments]Enter_Date
Exit Date	The student’s exit date for the program enrollment.	[SpEnrollments]Exit_Date
Exit Reason	The student’s exit reason for the special program.	[SpEnrollments]ExitCode
Disability Type	Defines the type of disability.	[SpEnrollments]Code1
Time	The amount of time spent in resources or self-contained classroom.	[SpEnrollments]Code2
Membership	Total aggregate 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.
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
Environment	The type of educational setting in which the student receives services.	[S_UT_SEN_X]EducationalSetting
Is One Percent	Indicates whether a student was administered the 1% alternative assessment (UAA/DLM) rather than the standard state assessment (SAGE).	[S_UT_SEN_X]IsOnePercent
Extended School Year	Indicates that the LEA is required by the student IEP team to provide Extended School Year (ESY) services at any time during the prior school year. Valid for grades Pre K-12.	[S_UT_SEN_X]ExtSchoolYear
Special Ed Exit Date	The student’s Special Ed Exit Date.	[S_UT_STU_X]SpecialEdExitDate

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Youth-In-Custody Elements

FileName: SPYouthInCustody_[Timestamp].csv

Data Element	Description	[Table]FieldName
School ID	The school number.	[SpEnrollments]ProgSchoolID
Student Name	The student’s preferred name.	[Students]LastFirst
Student Number	The student’s locally assigned identifier.	[Students]Student_Number
SSID	The number assigned to the student using the Statewide Student Identifier – SSID process.	[Students]State_StudentNumber
Grade Level	The student’s grade level.	[Students]Grade_Level
Age	The student's age as derived by their birthday.	[Students]DOB
Program Name	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Program ID	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Entry Date	The student’s entry date for the program enrollment	[SpEnrollments]Enter_Date
Exit Date	The student’s exit date for the program enrollment.	[SpEnrollments]Exit_Date
Exit Reason	The student’s exit reason for the special program.	[SpEnrollments]ExitCode
Custody Type	Defines the type of custody. Valid Values: DCFS=Division of Child and Family Services DJJS=Division of Juvenile Justice Services BOIA=Bureau of Indian Affairs	[S_UT_SEN_X]YICCustodyType
Time	The amount of time the student receives youth in custody related services. Note: If present for Pre-K it will be ignored.	[SpEnrollments]Code2
Environment	The type of educational setting in which the student receives youth in custody related services.	[S_UT_SEN_X]RegularEducationPortion
YIC Membership	Total aggregate YIC membership days.	[S_UT_SEN_X]S2_S3_Mem
DJSS Facility	The applicable DJJS Facility if the custody = DJJS. Note: This only applies to YIC records with a custody type of DJJS	[S_UT_SEN_X]DJJSFacility
Neglected or Delinquent	Indicates if the student is neglected and delinquent.	[S_UT_SEN_X]IsNeglectedAndDelinquent

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ELL Elements

FileName: SPELLElements_[Timestamp].csv

Data Element	Description	[Table]FieldName
School ID	The school number.	[SpEnrollments]ProgSchoolID
Student Name	The student’s preferred name.	[Students]LastFirst
Student Number	The student’s locally assigned identifier.	[Students]Student_Number
SSID	The number assigned to the student using the Statewide Student Identifier – SSID process.	[Students]State_StudentNumber
Grade Level	The student’s grade level.	[Students]Grade_Level
Age	The student's age as derived by their birthday.	[Students]DOB
Program Name	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Program ID	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Entry Date	The student’s entry date for the program enrollment	[SpEnrollments]Enter_Date
Exit Date	The student’s exit date for the program enrollment.	[SpEnrollments]Exit_Date
Exit Reason	The student’s exit reason for the special program.	[SpEnrollments]ExitCode
English Proficiency	The student’s Limited English Proficiency level. Note: P, E, I, and A values will be converted to Y – Student is ELL. This includes UALPA levels in the extract. Values of 1-4 will be converted to Y and 5 and 6 will be converted to F.	[SpEnrollments]Code1
Instruction Type	The ELL student’s instruction type.	[SpEnrollments]Code2
Test Date	The date when the student was tested.	[S_UT_SEN_X]TestDate
ELL Native Language	The student’s native or first language.	[S_UT_STU_X]PrimaryLanguage
ELL Parent Language	The student's parent's language of preference.	[S_UT_STU_X]ParentLanguage
ELL Monitored Entry Date	Indicates the date the student's limited English changed to F. Format: YYYYMMDD	[S_UT_STU_X]LEPExitDate
Reason for Change	The reason why the student’s English Proficiency was changed.	[S_UT_SEN_X]ReasonForChange

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504 Elements

FileName: SP504Elements_[Timestamp].csv

Data Element	Description	[Table]FieldName
School ID	The school number.	[SpEnrollments]ProgSchoolID
Student Name	The student’s preferred name.	[Students]LastFirst
Student Number	The student’s locally assigned identifier.	[Students]Student_Number
SSID	The number assigned to the student using the Statewide Student Identifier – SSID process.	[Students]State_StudentNumber
Grade Level	The student’s grade level.	[Students]Grade_Level
Age	The student's age as derived by their birthday.	[Students]DOB
Program Name	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Program ID	Indicates the special program the student is enrolled in.	[SpEnrollments]ProgramID
Entry Date	The student’s entry date for the program enrollment	[SpEnrollments]Enter_Date
Exit Date	The student’s exit date for the program enrollment.	[SpEnrollments]Exit_Date
Exit Reason	The student’s exit reason for the special program.	[SpEnrollments]ExitCode
Autism	Indicates if the student is autistic.	[S_UT_SEN_X]Autism
Brain Injury or Concussion Impairment	Indicates if the student has a brain injury or suffers from concussion impairment.	[S_UT_SEN_X]BrainInjConcussionImprmnt
Hearing Impairment	Indicates if the student has one or more hearing impairments.	[S_UT_SEN_X]HearingImprmnt
Learning Impairment	Indicates if the student has one or more learning impairments.	[S_UT_SEN_X]LearningImprmnt
Major Bodily Function Impairment	Indicates if the student has one or more major bodily function impairments.	[S_UT_SEN_X]MajorBodilyFunctionImprmnt
Medical Health Impairment	Indicates if the student has one or more medical health impairments.	[S_UT_SEN_X]MedicalImprmnt
Mental Health Impairment	Indicates if the student has one or more mental health impairments.	[S_UT_SEN_X]MentalHealthImprmnt
Orthopedic Impairment	Indicates if the student has one or more orthopedic impairments.	[S_UT_SEN_X]OrthopedicImprmnt
Other Impairment	Indicates if the student has one or more undefined impairments.	[S_UT_SEN_X]OtherImprmnt

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