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SOL Substitute Test Results Extract

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

100

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

100

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

100

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

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