SOL Substitute Test Results Extract

Contents

Report Description

This report is used to collect student scores where a substitute test has been taken in place of an SOL, for upload into SSWS. This report generates a Header Record, an A Record, a B Record, and a Trailer record. To ensure an accurate upload to SSWS, you must specify whether this will be an ADD (A) or REPLACE (R) to the data that has already been uploaded to the state. When ADD is selected, the file is generated with an “A” Code which indicates that the data being submitted will be added to the existing data already submitted to DOE. When REPLACE is selected, the file is generated with an "R" Code which indicates that the data being submitted will replace the existing data already submitted to DOE.

Selection Criteria

Selection criteria determine which database records are used in the report, For the SOL Substitute Test Results Extract, student score data is collected.

School Selection

The report selects which school records that are not excluded from state reporting.

Student Selection

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

The student is not enrolled in a school that is not excluded from state reporting.
The student was actively enrolled at the school at some time during the selected reporting period.
Students must have a test score for an SOL substitute test.
Substitute tests must have been taken within the selected reporting period.

Report Input

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

Field	Description
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. If running the report for a single student, or group of students, select the students before running the report.
Start Date	Enter the start date for the reporting period.
End Date	Enter the end date for the reporting period.
Upload Type	Choose one of the following from the pop-up menu: Add (A) Replace (R)
Sender Email	Enter the email of the user uploading the report to the state.
Print Student's Legal Name and Gender	Select Yes to include the student's legal name. No is selected by default.

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.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
"A" Header Record
1	Record Type	Always "A"	N/A	String	1
2	Beginning School Year	Four-digit year for the beginning of school. Example: For the 18-19 year use 2018.	[Terms]	Integer	4
3	Division Number	The student’s state-assigned division number. Leading zeroes must be included.	[S_VA_STU_X]Responsible_Division [S_VA_REN_X]Responsible_Division or [Prefs]value where [Prefs]name=districtnumber	Integer	3
4	Add / Replace Code	Indicates the Upload Type selected during report input. A - Add to existing R - Replacing existing	N/A	String	1
"C" Submission Record
1	Record Type	Always "C"	N/A	String	1
2	Substitute Test Type Code	The code indicating the substitute test taken instead of the SOL.	[S_VA_SUBTEST_C]sub_testtypecode	Integer	9
3	Substitute Test Score	The alpha-numeric score achieved on the substitute test.	[S_VA_STU_TestResult_C]TEST_SCALED_SCORE	String	5
4	Administration Code	The numeric value for the testing administration time (1-4).	[S_VA_STU_TestResult_C]TIME_OF_YEAR	Integer	3
6	Student's Last Name	The student's last name. If Yes is selected in the Print Student's Legal Name and Gender field is selected then the legal name is displayed on the report output.	[students]LAST_NAME [StudentCoreFields]PSCore_Legal_Last_Name	String	11
7	Student First Name	The student's first name. If Yes is selected in the Print Student's Legal Name and Gender field then the legal name is displayed on the report output.	[students]FIRST_NAME [StudentCoreFields]PSCore_Legal_First_Name	String	9
8	Student Middle Name	The student's middle name. If Yes is selected in the Print Student's Legal Name and Gender field then the legal name is displayed on the report output.	[students]MIDDLE_NAME [StudentCoreFields]PSCore_Legal_Middle_Name	String	11
9	School/Center Code	The selected four-digit number from the list of Virginia school numbers.	[S_VA_STU_TestResult_C]SCHOOLNUMBER	Integer	4
10	Subject Code	The code indicating the type of SOL test not taken.	[S_VA_TEST_S]code	Integer	3
11	Group Name	The group name.	[S_VA_STU_TestResult_C]SRI_GROUPNAME	String	20
12	Group Code	The group code.	[S_VA_STU_TestResult_C]SRI_GROUPCODE	String	10
13	Date of Birth	The student's date of birth (MM/DD/YYYY).	[students]dob	Date	8
14	Grade	The code to identify student's grade level (KG-12, TT).	[S_VA_STU_X]Grade_Level_Code OR [students]grade_level	String	2
15	Gender	The student's gender. Valid values: M = Male F = Female If Yes is selected in the Print Student's Legal Name and Gender field then the legal gender is displayed on the report output.	[StudentCoreFields]PSCore_Legal_Gender [students]GENDER	String	1
16	State Testing Identifier (STI)	The State Testing ID assigned through STI.	[students]state_studentnumber	String	10
17	Ethnicity: Hispanic or Latino	Indicates whether the student is of Hispanic or Latino ethnicity. Valid values: N = No, student is not Hispanic/Latino Y = Yes, student is Hispanic/Latino	[students]fedEthnicity	String	1
18	Race	The Unique identifier for a race type (2 digit number 01-03, 05-32).	[S_VA_STU_X]Virginia_Ethnicity_Race_Code	Integer	2
19	Military Connected Student Code	A state assigned code to identify students who have a parent in the uniformed services: 1 = Student is not military connected 2 = Active duty; student is a dependent of a member of the Active Duty Forces (Army, Navy, Air Force, Marine Corps, Coast Guard, the Commissioned Corps of the National Oceanic and Atmospheric Administration, or the Commissioned Corps of the U.S. Public Health Services) 3 = Reserve; student is a dependent of a member of the Reserve Forces (Army, Navy, Air Force, Marine Corps, or Coast Guard) 4 = National Guard; active or reserve	[S_VA_STU_X]MILITARY_CONNECTED	Integer	1
20	Student Number	The locally assigned student number.	[students]STUDENT_NUMBER	Integer	12
21	Initial Primary Nighttime Residence Code	The Initial Primary Nighttime Residence Code selected for the student, if applicable. Valid values: Blank or 1 = Unsheltered 2 = Shelters 3 = Doubled-up 4 = Hotels/motels	[S_VA_STU_X]Primary_Nighttime_Res_Code	Integer	1
22	Foster Care	Indicates whether the student is in foster care: Valid values: N = No, student is not in Foster Care Y = Yes, student is in Foster Care	[S_VA_STU_X]Foster_Care_Flag_TF	String	1
23	Economically Disadvantaged Flag	Indicates whether the student is marked as economically disadvantaged. Valid values: N = No, student is not identified as disadvantaged Y = Yes, student is identified as disadvantaged	[S_VA_STU_X]Primary_Nighttime_Res_Code OR[S_VA_STU_X]Disadvantaged_TF	String	1
24	Receiving EL Services Code	Indicates the LEP student services received. Valid values: Blank 1 = Identified as EL and receives EL Services 2 = Identified as EL but has refused EL services	[S_VA_STU_X]ESL_Code	Integer	1
25	Disability Status	Indicates the type of disability if applicable: Valid values: Blank The listed disability code	[S_VA_STU_X]Primary_Disability_Code	String	2
26	Formerly EL	A code to indicate that the student once received EL services and finished an EL program within the last four school years (1, 2, 3, 4).	[S_VA_STU_X]Formerly_EL	Integer	1
27	SOA Adjustment-EL	Indicates whether the student is an English language learner. Valid values: Y - Yes N - No	[S_VA_STU_X]SOA_Adjustment_LEP_TF	String	1
28	Transfer	Indicates whether the student meets specific state requirements see VDOE Student Data Upload (SDU) file requirements for the Writing and Non-Writing Test Administrations. Valid values: Y - Yes N - No	[S_VA_STU_X]SOA_Adjustment_Transfer_TF	String	1
29	Recently Arrived EL	Indicates Yes for students who are classified as LEP and who have been enrolled in U.S. schools for less than 12 months. This includes LEP students who enrolled in a U.S. school on or after the first day of school. Valid values: Y - Yes N - No	[S_VA_STU_X]SOL_AYP_D	String	1
30	Filler	Reserved for future use
31	Retest	Indicates whether the student is retaking the same test because of a previous failure. Valid values: Y - Yes N - No	[S_VA_STU_TestResult_C]SRI_RETEST_INDICATOR	String	1
32	Filler	Reserved for future use
33	Filler	Reserved for future use
34	Filler	Reserved for future use
35	Filler	Reserved for future use
36	Filler	Reserved for future use
Trailer Record
1	Record Count	The number of A and C records included in this file (A record plus all C records)	Calculated

Integer