Student Record Collection Extracts
Introduction
Use this report to create a Student Record Collection file in accordance with the Every Student Succeeds Act (ESSA). For more information on this extract, visit the Virginia Department of Education's website and search for Data Collection.
The report includes one record per student, per school, per record collection except when there are Grade Level Code, Kindergarten Half-Day Flag, GED Program Code, Tuition Paid Code, Non-public student FTE, or Primary Disability Code changes while still attending the same school. In these cases, a student might have more than one record per school per record collection.
Student Record Collection Data
Attendance Tracking and Notification (ATN) setup is required for all attendance related data for this report, and must be set up properly for the correct results.
The Summer Student Record Collection (SRC) reflects both summer school graduate and Career and Technical Education (CTE) Finisher information. Only graduates who earned a diploma during summer school are to be included in the Summer SRC.
The Spring SRC does not include No-Show students as they are not required for this 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] and [ReEnrollments] table based on the following criteria:
The student must not be excluded from state reporting.
The student must be enrolled in a school included in the report.
The student's school enrollment Exit Date must occur after the report start date.
The student's school enrollment Entry Date must occur on or before the report end date.
Refresh Premier Attendance View Data Report (If the student attendance was updated the day you want to run the Student Record Collection Extract).
Refresh Attendance Tracking Data Report (If the student attendance was updated the day you want to run the Student Record Collection Extract). Used only for EOY submission.
Report Input
Student Record Collection - Fall
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
If running the report for a single student, or group of students, select the students prior to running a report. |
Select School Year | Choose the school year to generate the report on. |
Snapshot Date | 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. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is this a CEP school? | Choose Yes to indicate this school is a CEP school. |
Is the extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the naming convention and header record updates required for pre-submission. No data logic is altered for any of the data elements. The default is No. |
Include Header Labels in the output file? | Choose Yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Choose Yes to include all available fields in the report results. Select No(default) to include only fields required for the submission. |
Print Student's Legal Name and Gender | Select to indicate whether the student's legal name and gender should be printed on the report. Valid values:
|
Include Restraint & Seclusion from PRTO? | Choose Yes to have the count of seclusion and restraint entries from the Physical Restraint/Time-Out feature. No is selected by default. |
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Aggregate Days Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Aggregate Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
Student Record Collection - Spring
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
If running the report for a single student, or group of students, select the students prior to running a report. |
Select School Year | Choose the school year to generate the report on. |
Snapshot Date | 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. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is this a CEP school? | Select Yes to indicate this school is a CEP school. |
Is the extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the pre-submission naming convention. The default is No. |
Include Header Labels in the output file? | Select yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Select yes to extract data for all available fields in the report results. Select No(default) to extract data for the fields required for the selected submission only. |
Print Student's Legal Name and Gender | Select to indicate whether the student's legal name and gender should be printed on the report. Valid values:
|
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Aggregate Days Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Aggregate Days Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
Student Record Collection - EOY
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Select School Year | Choose the school year to generate the report on. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is the school CEP? | Select Yes to indicate this school is a CEP school. |
Is this extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the pre-submission naming convention. The default is No. |
Include Header Labels in the output file? | Select yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Select yes to extract data for all available fields in the report results. Select No(default) to extract data for the fields required for the selected submission only. |
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Aggregate Days Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Aggregate Days Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
Student Record Collection - Summer
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Select School Year | Choose the school year to generate the report on. |
Snapshot Date | 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. Note: Only students whose Graduation Date is later than this date will be included. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is this a CEP school? | Select Yes to indicate this school is a CEP school. |
Is the extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the pre-submission naming convention. The default is No. |
Include Header Labels in the output file? | Select yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Select yes to extract data for all available fields in the report results. Select No(default) to extract data for the fields required for the selected submission only. |
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Aggregate Days Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Aggregate Days Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
Student Record Collection - Special Ed (Dec 1)
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Select School Year | Choose the school year to generate the report on. |
Snapshot Date | 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. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is this a CEP school? | Select Yes to indicate this school is a CEP school. |
Is the extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the pre-submission naming convention. The default is No. |
Include Header Labels in the output file? | Select yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Select yes to extract data for all available fields in the report results. Select No(default) to extract data for the fields required for the selected submission only. |
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Aggregate Days Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Aggregate Days Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
Student Record Collection - PearsonAccessNext Upload (Formerly EIMS)
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
---|---|
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Select School Year | Choose the school year to generate the report on. |
Snapshot Date | 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. |
Sender’s Email Address | Enter the email address of the person sending the report to the Virginia DOE. |
Is this a CEP school? | Select Yes to indicate this school is a CEP school. |
Is the extract a pre-submission? | Select Yes to create a pre-submission extract file. This will create the file with the pre-submission naming convention. The default is No. |
Include Header Labels in the output file? | Select yes to include Header Labels. Default is no. |
Do you want to include All Fields (even if not required by the submission)? | Select yes to extract data for all available fields in the report results. Select No(default) to extract data for the fields required for the selected submission only. |
Calculate Days Unscheduled using student Schedule (Required) | If set to Yes, Days Aggregate Unscheduled (column #112) in the report output are calculated using the student's schedule where days that no classes are scheduled are counted. If set to No, Days Aggregate Unscheduled are calculated using the attendance codes selected for the report parameter "Attendance Code(s) to use for Days Unscheduled", below. |
Attendance Code(s) to use for Days Unscheduled | If the report parameter "Calculate Days Unscheduled using student Schedule" above is set to No, enter the attendance codes to be used to calculate Aggregate Days Unscheduled (column #112). |
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 | Fall | Spring | EOY | Summer | Dec.1 | EIMS |
A Record – Fixed Length | |||||||||||
N/A | Record Type | A value of “A” is reported. | N/A | Alpha-numeric | 1 | ||||||
N/A | File Submission Type | This field is equal to the reporting period:
| N/A | Numeric | 1 | ||||||
N/A | Beginning School Year | The four-digit beginning school year. | N/A | Numeric | 4 | ||||||
N/A | Division Number | The division number. This field includes the leading zeroes. | N/A | Numeric | 3 | ||||||
B Record – Tab-Delimited | |||||||||||
1 | Record Type | A value of “B” is reported. | N/A | Alpha-numeric | 1 | ||||||
2 | State Testing Identifier | Unique State Testing Identifier provided by EIMS. | [Students]State_StudentNumber | Alpha-numeric | 10 | Yes | Yes | Yes | Yes | Yes | |
3 | Unique Local Student Identifier | Locally assigned code that uniquely identifies a student within the division. Code must consist of numbers 0-9 and alpha characters A-Z and should not include any special characters, such as dashes, slashes, and so on. | [Students]Student_Number | Alpha-numeric | 12 | Yes | |||||
4 | Responsible Division Number | Three-digit state-assigned Division number of the division where: A.) the student resides, B.) attends a school through open enrollment, C.) tuition is waived, or D.) any student with a disability for whom the division is legally responsible for providing a Free Appropriate Public Education (FAPE) (see Reporting Rule 1). | [S_VA_STU_X]Responsible_Division [S_VA_REN_X]Responsible_Division or [Prefs]value where [Prefs]name=districtnumber | Numeric | 3 | Yes | Yes | Yes | Yes | Yes | |
5 | Responsible School Number | Four-digit state-assigned School number of the school where: A.) the student resides, B.) attends a school through open enrollment, or C.) tuition is waived. | [S_VA_STU_X]Responsible_School [S_VA_REN_X]Responsible_School or [Schools]Alternate_School_Number | Numeric | 4 | Yes | Yes | Yes | Yes | Yes | |
6 | Serving Division Code | The three or four-digit state-assigned number that identifies the division, agency or regional program that provides services to the student. | [Prefs]value where [Prefs]name=DistrictNumber [Prefs]VA_DistrictNumber [S_VA_STU_X]Serving_Division [S_VA_REN_X]Serving_Division [S_VA_STU_X]Responsible_Division [S_VA_REN_X]Responsible_Division | Numeric | 4 | Yes | Yes | Yes | Yes | Yes | |
7 | Serving School/Center Code | The four-digit state-assigned school number that identifies the school, center, program, or placement that provides services to the student. | [S_VA_STU_X]Serving_School [S_VA_REN_X]Serving_School or [Schools]Alternate_School_Number | Numeric | 4 | Yes | Yes | Yes | Yes | Yes | |
8 | Active Status Code | Identifies the active status of a student as of the snapshot date (10/1, 3/31, or EOY=6/30 of the current school year). An inactive student was enrolled at some point during this school year, but not as of the snapshot date. V records report students who are actively enrolled in a state school board-approved MOP program, or for students who are enrolled in a full-time virtual program. N records update information on students who are no longer enrolled in your division. N records will not have any days of membership during the current school year. | Calculated unless the override field is utilized [S_VA_STU_X]Full_Time_Virtual_Progcode [S_VA_STU_X]SRC_Active_Status [S_VA_REN_X]SRC_Active_Status | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | Yes | |
9 | Entry Code | Indicates the process by which the student first entered the school during a given school year. For valid values, see Entry Codes. | [Students]EntryCode [ReEnrollments]EntryCode | Alpha-numeric | 4 | Yes | Yes | Yes | Yes | ||
10 | Entry Date | Date associated with the entry code that represents the student's first day of enrollment in the reporting school for the school year. (The reporting school is the school within the division that is submitting the record). | [Students]EntryDate [ReEnrollments]EntryDate | Date | 10 | Yes | Yes | Yes | Yes | ||
11 | Exit/Withdrawal Code | Indicates the circumstances under which the student last exited from membership in the school. | [Students]ExitCode [ReEnrollments]ExitCode (if a graduate student) | Alpha-numeric | 4 | Yes | Yes | Yes | |||
12 | Exit/Withdrawal Date | Date associated with Exit/Withdraw code that represents the day after the pupil's last day of attendance for the school year that is being reported. This date is not counted when determining days present and days membership. For valid values, see Exit/Withdrawal Codes. | [Students]ExitDate [ReEnrollments]ExitDate | Date | 10 | Yes | Yes | Yes | |||
13 | Retired | Formerly Racial/Ethnic Code | N/A | N/A | N/A | ||||||
14 | Gender Code | Identifies the student's gender.
| [Students]Gender | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | Yes | |
15 | Birth Date | The month, day, and year on which an individual was born. | [Students]DOB | Date | 10 | Yes | Yes | Yes | Yes | Yes | |
16 | Grade Level Code | Identifies the grade level at which a student receives services in a school or an educational institution during a given academic session. If the Virginia-specific Grade Level Code field is populated, that value is reported. Otherwise, the Grade Level is reported. For valid values, see Grade Levels. | [S_VA_STU_X]Grade_Level_Code [S_VA_REN_X]Grade_Level_Code [Students]Grade_Level [ReEnrollments]Grade_Level | Alpha-numeric | 2 | Yes | Yes | Yes | Yes | Yes | |
17 | Retired | Formerly Kindergarten Half Day Flag | NA | NA | NA | NA | NA | NA | NA | NA | |
18 | Primary Disability Code | Identifies the primary disability type for a student who is eligible for services under the Individuals with Disabilities Education Act (IDEA) and who has an Individualized Education Program (IEP) or services planned. This is not the classroom placement. For valid values, see Disability Codes | [S_VA_STU_X]Primary_Disability_Code | Alpha-numeric | 3 | Yes | Yes | Yes | Yes | Yes | |
19 | Spec Ed Weekly Time % | The total percentage of time that the student spends each week with a special education teacher(s). (This percentage should be the sum of the primary, secondary, and tertiary percentages if the student has more than one disability and more than one special education teacher). | [S_VA_STU_X]SPED_Weekly_Time_Percent | Numeric | 3 | Yes | |||||
20 | Disadvantaged Status Flag | Identifies a student as economically disadvantaged, at any point during the school year, if the student:
| [S_VA_STU_X]Disadvantaged_TF | Alpha-numeric | 3 | Yes | Yes | Yes | Yes | Yes | |
21 | Retired | Formerly LEP Status Code | N/A | N/A | N/A | ||||||
22 | Retired | Formerly LEP Proficiency Code | N/A | N/A | N/A | ||||||
23 | Country of Birth Code | Identifies the name of the country in which the student was born. Blank if student was born in U.S. | [S_VA_STU_X]Birth_Country_Code | Alpha-numeric | 4 | Yes | |||||
24 | Home Language Code | Identifies the language or dialect routinely spoken in an individual's home. This language or dialect may or may not be an individual's native language. | [S_VA_STU_X]Home_Language_Code | Alpha-numeric | 4 | Yes | Yes | Yes | |||
25 | Immigrant Status Flag | Identifies whether the student is classified as an "immigrant". Includes foreign exchange students if parameters of the definition are met. | [S_VA_STU_X]Immigrant_TF | Alpha-numeric | 1 | Yes | |||||
26 | Retired | Formerly Refugee Flag | N/A | N/A | N/A | ||||||
27 | Retired | Formerly LEP Proficiency Code | N/A | N/A | N/A | ||||||
28 | Retired | Formerly Homeless Flag | N/A | N/A | N/A | ||||||
29 | Retired | Formerly Neglected Flag | N/A | N/A | N/A | ||||||
30 | Gifted Code | Identifies the area of giftedness for a student who was placed in a gifted program or that the student was referred to and found eligible for the gifted program. For valid values, see Gifted Code. | [S_VA_STU_X]Gifted_Code | Alpha-numeric | 4 | Yes | |||||
31 | Gifted Referral Flag | Identifies any student who was referred to the Gifted Program between July 1 and June 30 of the current school year. | [S_VA_STU_X]Gifted_Referral_TF | Alpha-numeric | 1 | Yes | |||||
32 | Title 1 Code | Indicates type of program funded by Title I if the student attends a Target Assisted school. For valid values, see Title I Code. | [S_VA_STU_X]Title_1_Code | Alpha-numeric | 2 | Yes | Yes | Yes | |||
33 | GED Program Code | Indicates the student is enrolled in a program leading to a GED, such as ISAEP or GAD program. | [S_VA_STU_X]GED_Program_Code | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | ||
34 | International Baccalaureate Program Flag | Indicates student is enrolled in the International Baccalaureate Program and working toward an IB diploma. | [S_VA_STU_X]International_Bacc_Program_TF | Alpha-numeric | 1 | Yes | Yes | ||||
35 | Graduate/Other Completer Code | Identifies the type of graduation diploma or completion document that the student received. For valid values, see Graduate/Other Completer Code. | [S_VA_STU_X]Grad_Completer_Code | Alpha-numeric | 2 | Yes | Yes | Yes | Yes | ||
36 | Graduate Plan Code | Identifies the post-graduate plans of the student. For valid values, see Graduate/Other Completer Code. | [S_VA_STU_X]Graduation_Plan_Code | Alpha-numeric | 2 | Yes | Yes | Yes | Yes | ||
37 | Advanced Placement Code | Identifies that student is enrolled in one or more Advanced Placement courses and/or student has taken the Advanced Placement test. (Indicator to identify the percent of students who took an AP test). For valid values, see Advanced Placement Code. | [S_VA_STU_X]Advanced_Placement_Code | Alpha-numeric | 1 | Yes | |||||
38 | Retired | Formerly Dual Enrollment Flag | N/A | N/A | N/A | ||||||
39 | CTE Finisher Code | Identifies the student who:
| [S_VA_STU_X]CTE_Finisher [S_VA_STU_X]CTE_Tech_TF [S_VA_STU_X]CTE_Course_TF | Alpha-numeric | 1 | Yes | Yes | ||||
40 | CTE Career Cluster Code | Identifies the career cluster of the state-approved CTE course that any student has taken at any time during the current school year. If the student has taken more than one course which fall into different clusters, choose the cluster that most closely aligns with that student's career interests. Refer to the CTERS User's Manual for assistance. | [S_VA_STU_X]CTE_Career_Family_Code | Alpha-numeric | 4 | Yes | Yes | ||||
41 | CTE Special Populations Code | Identifies the CTE special populations of the student that are not already collected in other elements. Refer to the CTERS User's Manual for assistance. | [S_VA_STU_X]CTE_Special_Pop_Code | Alpha-numeric | 3 | Yes | Yes | ||||
42 | W8 Reason Code | A code associated with W880 to identify the reason the student discontinued school. For valid values, see W8 Reason Code. | [S_VA_STU_X]W8_Dropout_Reason [S_VA_REN_X]W8_Dropout_Reason | Alpha-numeric | 2 | Yes | Yes | Yes | |||
43 | Retired | Formerly Summer Dropout Flag | N/A | N/A | N/A | ||||||
44 | Aggregate Days Present | The cumulative number of days a student has been present in the school from the beginning of the current school year to the time of snapshot (EOY=6/30 of the current school year) minus the value in Days Unscheduled (column #112) | [Attendance]StudentID [Attendance]Att_Date | Numeric | 3 | Yes | Yes | Yes | |||
45 | Aggregate Days Absent | The cumulative number of days a student has been absent from the school from the beginning of the current school year to the time of snapshot (EOY=6/30 of the current school year). Days absent + days present = days in membership | [Attendance]StudentID [Attendance]Att_Date | Numeric | 3 | Yes | Yes | Yes | |||
46 | Retired | Formerly Retention Flag | N/A | N/A | N/A | ||||||
47 | Retired | Formerly Truancy Conference Flag | N/A | N/A | N/A | ||||||
48 | Tuition Paid Code | A code to indicate tuition equivalent to the state's contribution towards educational costs (i.e. ADM) is paid by or received from a public entity for this student. For valid values, see Tuition Paid Code. | [S_VA_STU_X]Tuition_Paid_Code | Alpha-numeric | 2 | Yes | Yes | Yes | Yes | Yes | |
49 | Non-public student FTE | The Non-public Student FTE identifies the part-time student attending school to take one or two courses. This includes home-schooled and private schooled students. Non-public school students enrolled by a school division for an on-line course may be included as part-time students in ADM up to .25 ADM per class and capped at .50 ADM. | [S_VA_STU_X]Non_Public_Student_FTE | Alpha-numeric | 2 | Yes | Yes | Yes | |||
50 | Retired | Formerly First Year in 9th Grade. | N/A | N/A | N/A | ||||||
51 | Kindergarten Readiness Assessment Flag | Indentifies whether a kindergarten student who turns 5 between October 1 and December 31st was administered a readiness assessment PRIOR to the student's first day of kindergarten. | [S_VA_STU_X]Kindergarten_Readiness_TF | Alpha-numeric | 1 | Yes | Yes | Yes | |||
52 | Retired | Formerly NAEP Homeroom Identifier | N/A | N/A | N/A | ||||||
53 | Retired | Formerly School Choice Status Code | N/A | N/A | N/A | ||||||
54 | Retired | Formerly Supplemental Education Services Status Code | N/A | N/A | N/A | ||||||
55 | Retired | Formally Multiple Years in 12 Grade Flag | N/A | N/A | N/A | ||||||
56 | Diploma Seal | A state assigned code to identify any and all diploma seals earned by a graduate. | [S_VA_STU_X]Diploma_Seal | Alpha-numeric | 10 | Yes | Yes | ||||
57 | Early college Scholar Program Code | A state assigned code to identify students who are participating in the Governor's Early College Scholar Program and/or the Commonwealth Scholar Program. The Governor’s Early College Scholars Program agreement must be signed by participating students, their parents/guardians, and the high school principal and school counselor. For valid values, see Early College Scholar Program Code. | [S_VA_STU_X]Early_College_Scholar_Progcode | Alpha-numeric | 1 | Yes | Yes | Yes | |||
58 | Retired | Formerly Distance Learning Flag | N/A | N/A | N/A | ||||||
59 | PK Experience Code | A stated assigned code to identify the current or most recent PK (pre-kindergarten) experience of PK and kindergarten students. For valid values, see PK Experience Code. | [S_VA_STU_X]PK_Experience_Code [S_VA_REN_X]PK_Experience_Code | Alpha-numeric | 2 | Yes | Yes | Yes | |||
60 | PK Weekly Time Code | A state assigned code to represent the average amount of time the student spends each week in the program specified by the PK Experience Code. For valid values, see PK Weekly Time Code. | [S_VA_STU_X]PK_Weekly_Time_Code [S_VA_REN_X]PK_Weekly_Time_Code | Alpha-numeric | 1 | Yes | Yes | Yes | |||
61 | Retired | Formerly CTE Dual Enrollment Flag | N/A | N/A | N/A | ||||||
62 | CTE Competency Attainment | Identifies to identify the student who has achieved a satisfactory rating (one of the three highest marks) on the Student Competency Record (SCR) rating scale on at least 80% of the required (essential) competencies in a CTE course. | [S_VA_STU_X]CTE_Competency | Alpha-numeric | 1 | Yes | Yes | ||||
63 | Retired | Formerly the CTE Program Code. | N/A | N/A | N/A | ||||||
64 | Address Line 1 | The house number and street or post office box of the CTE Completer. | [Students]Street | Alpha-numeric | 30 | Yes | Yes | ||||
65 | Address Line 2 | This field is not currently extracted. | N/A | N/A | N/A | Yes | Yes | ||||
66 | Zip Code | The Zip Code of the student's residence. | [Students]Zip | Alpha-numeric | 5 | Yes | Yes | ||||
67 | Phone Number | A telephone or cell phone number of the CTE Completer. This includes the area code and 7-digit phone number. Parentheses, dashes or other special characters are implied, do not include them with the phone number. | [Students]Home_Phone | Alpha-numeric | 10 | Yes | Yes | ||||
68 | Retired | Formerly Unexcused Absences | N/A | N/A | N/A | ||||||
69 | Initial Primary Nighttime Residence Code | Identifies the initial primary night residence when the student was identified as homeless at any time during the school year. For valid values, see Initial Primary Nighttime Residence Code. | [S_VA_STU_X]Primary_Nighttime_Res_Code | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | ||
70 | Retired | Formerly Neglected/Delinquent Code | N/A | N/A | N/A | ||||||
71 | Full Time Virtual Program Code | Identifies the student enrolled in a full course of study for all educational services in a virtual program. This virtual program of study may or may not be a board-approved MOP program. A new student record is created when a student changes their Full Time Program Virtual Code. For valid values, see Full Time Virtual Program Code. | [S_VA_STU_X]Full_Time_Virtual_ProgCode | Alpha-numeric | 1 | Yes | Yes | Yes | |||
72 | Foster Care Flag | Foster care is defined as 24-hour substitute care for children placed away from their parents and for whom the agency under title IV-E of the Social Security Act has placement and care responsibility. The care settings include, but not limited to, family foster homes, relative foster homes, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes. | [S_VA_STU_X]Foster_Care_Flag_TF | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | Yes | |
73 | Ethnic Flag | Identifies whether the student is Hispanic/Latino. | [Students]FedEthnicity | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | Yes | |
74 | Race Code | A code for a student that identifies with one or more races. For valid values, see Race Codes. | [StudentRace]RaceCd | Alpha-numeric | 2 | Yes | Yes | Yes | Yes | Yes | |
75 | Retired | Formerly LEP State Code | N/A | N/A | N/A | ||||||
76 | ESL Code | Identifies the student's current ESL status. | [S_VA_STU_X]ESL_Code | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | Yes | |
77 | Retried | Formerly LEP State Code | N/A | N/A | 2 | ||||||
78 | IB Code | Identifies that the student is enrolled in one or more IB (International Baccalaureate Program) courses and/or has taken the IB exam. For valid values, see IB Codes. | [S_VA_STU_X]IB_Code | Alpha-numeric | 1 | Yes | |||||
79 | Unaccompanied Homeless Youth Flag | Identifies whether the student is an unaccompanied homeless youth according to Section 725(6) of the McKinney-Vento Act. | [S_VA_STU_X]Unaccom_Homeless_Youth_Flag_TF | Alpha-numeric | 1 | Yes | Yes | Yes | Yes | ||
80 | Special Ed Student Placement Code | Identifies the placement of the special education student. Required if Primary Disability is not blank Valid code determined by child's age as of 12/1 If Placement Code = 17, then Time in Regular Early Childhood Setting and Special Ed in Regular Early Childhood Setting cannot be blank. For valid values, see Special Education Placement Codes. | [S_VA_STU_X]SPED_Placement_Code | Numeric | 2 | Yes | |||||
81 | Special Ed Student Regular Class Percent | The percent of the day that the special education student spends in the regular class. Required if Primary Disability is not blank and not 15 (504) If Placement Code is not 1 or 17, then Regular Class % must = 0 | [S_VA_STU_X]SPED_STU_REG_Class_Percent | Numeric | 3 | Yes | |||||
82 | Special Ed Primary Service Percent of Day | The percent of day that the student receives services for the primary disability. Required if Primary Disability is not blank and not 15 (504) | [S_VA_STU_X]SPED_PRIM_DIS_SCV_Percent_Day | Numeric | 3 | Yes | |||||
83 | Special Ed Secondary Disability Code | Identifies the additional disability determined by the eligibility committee. This is not the classroom placement. Cannot be the same as primary or third disability For valid values, see Special Education Placement Codes. | [S_VA_STU_X]SPED_Secondary_Disability_Code | Numeric | 2 | Yes | |||||
84 | Special Ed Secondary Service Percent of Day | The percent of day that the student receives services for the secondary disability. Calculated using the amount of special ed service for the secondary disability divided by the normal instructional day, not a reduced school day. Required if Secondary Disability is not blank and not 15 (504) Total of the primary, secondary and third percents can not exceed 100. | [S_VA_STU_X]SPED_Sec_DIS_SVC_Percent_Day | Numeric | 3 | Yes | |||||
85 | Special Ed Secondary Serving Division | The Serving Division of the Secondary Disability. Required if Secondary Disability is not blank and not 15 (504). | [S_VA_STU_X]SPED_Secondary_Serv_Division | Numeric | 3 | Yes | |||||
86 | Special Ed Secondary Serving School | The Serving School of the Secondary Disability. Required if Secondary Disability is not blank and not 15 (504). | [S_VA_STU_X]SPED_Secondary_Serv_School | Numeric | 4 | Yes | |||||
87 | Special Ed Third Disability Code | Identifies a third disability, if required. Cannot be the same as primary or secondary disability. | [S_VA_STU_X]SPED_Third_Disability_Code | Numeric | 2 | Yes | |||||
88 | Special Ed Third Disability Service Percent of Day | The percent of day that the student receives services for the third disability. Calculated using amount of special ed service for the third disability divided by the normal instructional day, not a reduced school day. Required if Third Disability is not blank and not 15 (504). Total of the primary, secondary and third percents can not exceed 100. | [S_VA_STU_X] SPED_Third_DIS_SVC_Percent_Day | Numeric | 3 | Yes | |||||
89 | Special Ed Third Disability Serving Division | The Serving Division of the Third Disability. Required if Third Disability is not blank and not 15 (504). | [S_VA_STU_X]SPED_Third_Serv_Division | Numeric | 3 | Yes | |||||
90 | Special Ed Third Serving School | The Serving School of the Third Disability. Required if Third Disability is not blank and not 15 (504). Total of the primary, secondary and third percents can not exceed 100. | [S_VA_STU_X]SPED_Third_Serv_School | Numeric | 4 | Yes | |||||
91 | First Semester Special Ed Regional Tuition Reimbursement | The Special Ed Regional Tuition Reimbursement amount requested to be paid for first semester. This dollar amount is required when Serving Division is between 280 and 299, except Division 283. | [S_VA_STU_X]SPED_Regional_TuitReimFrstSem | Numeric | 9 | Yes | |||||
92 | Cambridge Programme Code | Identifies that student is enrolled in one or more Cambridge Programme (IGCSE & AICE) courses and/or has taken an IGCSE or AICE exam. | [S_VA_STU_X]Cambridge_Program_Code | Numeric | 1 | Yes | |||||
93 | Special Ed Regional Tuition Reimbursement Disability Code | Identifies the disability for which Regional Tuition Reimbursement is being claimed. | [S_VA_STU_X]SPED_Regional_TuitReim_Dis_CD | Numeric | 2 | Yes | Yes | Yes | |||
94 | Time in Regular Early Childhood Setting | Identifies whether the student spends 10 or more hours a week in the Regular Early Childhood Setting. | [S_VA_STU_X]SPED_TimeReg_Early_ChildSet | Alpha-numeric | 1 | Yes | |||||
95 | Special Ed in Regular Early Childhood Setting | Identifies whether the student receives the majority of their special education and related services in the Regular Early Childhood Setting. | [S_VA_STU_X]SPED_Reg_Early_Child_Set | Alpha-numeric | 1 | Yes | |||||
96 | Parentally Placed Students | Identifies whether the student was parentalLy placed. | [S_VA_STU_X]SPED_Parentally_Placed_Stu_TF | Alpha-numeric | 1 | Yes | |||||
97 | MOP Flag | Indicates whether the student is enrolled in a MOP program. Note: Will report student value selected if the report runtime option to report MOP is selected to Yes. Else, blank is reported. | [S_VA_STU_X]MOP_FLAG [S_VA_REN_X]MOP_Flag | Alpha-numeric | 1 | Yes | Yes | Yes | |||
98 | Retired | Formerly MOP Number of Classes | N/A | Numeric | 2 | Yes | Yes | Yes | |||
99 | Resident Division | Three-digit state-assigned Division number of the division where the student physically resides for students in virtual schools/programs where the curriculum and delivery is provided by an approved Multidivision Online Provider. Future use of this element may be expanded to capture resident information of students for other funded programs such as foster care. This field reports a blank value if a student's Active Status Code is not A or V. | [S_VA_STU_X]MOP_Resident_Division | Numeric | 3 | Yes | Yes | Yes | |||
100 | Second Semester Special Ed Regional Tuition Reimbursement | The Special Ed Regional Tuition Reimbursement amount requested to be paid for second semester. This dollar amount is required when Serving Division is between 280 and 299, except Division 283. | [S_VA_STU_X]SPED_Regional_TuitReimSecSem | Numeric | 9 | Yes | |||||
101 | Summer Semester Special Ed Regional Tuition Reimbursement | The Special Ed Regional Tuition Reimbursement amount requested to be paid for summer semester. This dollar amount is required when Serving Division is between 280 and 299, except Division 283. | [S_VA_STU_X]SPED_Regional_TuitReimSumSem | Numeric | 9 | Yes | |||||
102 | Military Compact Statute Flag | A flag used to indicate an underage student can attend kindergarten in Virginia under the Interstate Compact on Educational Opportunity for Military Children. | [S_VA_STU_X]Military_Compact_Flag_TF | Alpha-numeric | 1 | Yes | Yes | Yes | |||
103 | Reporting School | Four-digit state-assigned School number that identifies the school for which membership, funding, graduation status and high school completion status are attributed. The use of this field is restricted to specific situations where non-residential students attend a regional program instead of a local school. | [S_VA_STU_X]Reporting_School | Numeric | 4 | Yes | Yes | Yes | Yes | Yes | |
104 | Uniform Certificate of General Studies/Associates Degree Flag | A flag used to identify a student that has earned the one year Uniform Certificate of General Studies or an Associate's Degree from a community college in the Commonwealth concurrent with a high school diploma. | [S_VA_STU_X]CertGnrlStudiesAsscDegFlag_TF | Alpha-numeric | 1 | Yes | Yes | ||||
105 | Career Pathway Code | A state assigned code to identify the Career Pathway finished by the student. The Career Pathway Codes are not the same as the course codes. For valid values, see Career Pathway Codes. | [S_VA_STU_X]CTE_Career_Pathway_Code | Alpha-numeric | 1 | Yes | Yes | ||||
106 | Retired | Formerly Credit Accommodation Flag | N/A | N/A | N/A | ||||||
107 | Military Connected Students Code | A state assigned code to identify students who have a parent in the uniformed services. For valid values, see Military Connected Student Codes. | [S_VA_STU_X]Military_Connected | Numeric | 2 | Yes | Yes | Yes | |||
108 | PK Funding Source Code | A state assigned code to identify the funding sources of public PK students. This includes all PK students whose placement (public or private) is paid for with public funds. For valid values, see PK Funding Sources. | [S_VA_STU_X]PK_Funding_Source | Numeric | 2 | Yes | Yes | Yes | |||
109 | Retired | Formerly Attendance Plan Code | N/A | N/A | N/A | ||||||
110 | Retired | Formerly Attendance Conference Code | N/A | N/A | N/A | ||||||
111 | Retired | Formerly Court Referral/Complaint or Proceedings Filed Code | N/A | N/A | N/A | ||||||
112 | Aggregate Days Unscheduled | If the "Calculate Days Unscheduled using student Schedule" report parameter is selected, this field displays the cumulative number of days the student was enrolled but did not attend school due to his or her course schedule. If the "Calculate Days Unscheduled using student Schedule" report parameter is not selected, the report uses the attendance codes entered for the "Attendance Code(s) to use for Days Unscheduled" report parameter. If no records are found for the attendance codes entered, the value of 0 is reported for Days Unscheduled. The attendance code must be a present status to ensure accurate calculation. | Calculated | Numeric | 3 | Yes | Yes | Yes | Yes | Yes | |
113 | Language Instruction Education Program Type | A state assigned code that identifies the language instruction educational program provided to EL students. For valid values, see Language Instruction Education Program Type. | [S_VA_STU_X]Lang_Instr_Edu_Prg_Type | Alpha-numeric | 20 | Yes | Yes | ||||
114 | Unexcused Absence - Truancy | Number of absences where the student's whereabouts is unknown. | Calculated using Attendance Tracking and Notification for UnexcusedT | Numeric | Yes | Yes | Yes | ||||
115 | Unexcused Absence - Locally Defined | Number of absences where the student's whereabouts is known or supported by parent but administration or local policy still deems the absence unexcused. | Calculated using Attendance Tracking and Notification for UnexcusedA | Numeric | Yes | Yes | Yes | ||||
116 | Attendance Plan Code 2019 | Indicates whether a plan was jointly developed to resolve the student's nonattendance when the student accrues five unexcused absences for the year. Includes the reasons for the student's nonattendance. Required if the sum of Unexcused Truancy and Unexcused Locally Defined is 5 or greater. Valid values:
| [S_VA_STU_YEAR_SCHL_C]Att_Plan | Alpha-Numeric | 1 | Yes | Yes | Yes | |||
117 | Attendance Conference Code 2019 | Indicates whether a conference was held, with or without a parent, within ten school days from the date of the tenth unexcused absence. The conference should include a principal, or principal's designee, and incorporate a multi-disciplinary team to address concerns and plan additional interventions to address nonattendance. Required if the sum of Unexcused Truancy and Unexcused Locally Defined is 10 or greater. For valid values, see Attendance Conference Codes Prior to 2019. | [S_VA_STU_YEAR_SCHL_C]Att_Conference | Numeric | 1 | Yes | Yes | Yes | |||
118 | Court Referral Code 2019 | Indicates whether the student is making progress in improving attendance, or for circumstances in which the parent is intentionally noncompliant, the parent is referred to court; or for circumstances in which the student is resisting parental efforts to comply with compulsory attendance requirements, the student has been referred to court. Required if Attendance Conference Code is not blank. Valid values:
| [S_VA_STU_YEAR_SCHL_C]Att_Court_Referral | Numeric | 1 | Yes | Yes | Yes | |||
119 | Early Intervening Services Flag (IDEA Part B) | Indicates whether the student received CEIS or CCEIS services at any point during the school year. Valid values:
At least one is Y required for divisions on CEIS or CCEIS list | [S_VA_STU_X]Early_Int_Serv [S_VA_REN_X]Early_Int_Serv | Numeric | 1 | Yes | |||||
120 | Seclusion | The cumulative number of times that a student in a private school for students with disabilities was put into seclusion. This element is required for the EOY extract. The Fall, EIMS, Dec 1, Spring, and Summer reports extract the same value only if the Include All Fields parameter is set to Yes. | [incident_detail]Seclusion (Count if Seclusion is set to SECLUSION^) | Numeric | 4 | Yes | |||||
121 | Restraint | The cumulative number of times that a student in a private school for students with disabilities was restrained. This element is required for the EOY extract. The Fall, EIMS, Dec 1, Spring, and Summer reports extract the same date if the Include All Fields parameter is set to Yes. | [incident_detail]Restraint (Count if Restraint is set to RESTRAINT^) | Numeric | 4 | Yes | |||||
122 | Locally Awarded Verified Credits | The cumulative number of locally awarded verified credits earned by a student. Must be a valid number of 9 or less. Can be blank. If the Primary Disability Code is blank, limit of 3 or less. If the Graduate/Other Completer Code is 1 through 9, this field displays the calculated value. For all other students, this field is set to null. | Calculated from SOL test results where performance level = Locality Awarded (99) or [S_STU_VA_X]LocalAwardCreditOverride | Numeric | 1 | ||||||
123 | Special Permission Locally Awarded Verified Credits | The cumulative number of special permission locally awarded verified credits earned by a student with disabilities. Must be a valid number of 6 or less. Can be blank. Primary Disability Code must not be blank. If the Graduate/Other Completer Code is 1 through 9, this field displays the calculated value. For all other students, this field is set to null. | Calculated from SOL test results where [S_STU_VA_X]SplPerm_LocAwardOverride] is 1 | Numeric | 1 | Yes | Yes | ||||
124 | Credit Accommodation Codes | A state assigned code to indicate any and all credit accommodations that a student with disabilities used to earn credits required to graduate with a Standard Diploma. Primary Disability Code must not be blank. For valid values, see Credit Accommodation Codes. | [S_VA_STU_X]CreditAccomodation [S_VA_REN_X]CreditAccomodation | Numeric | 6 | Yes | Yes | ||||
125 | Intensive Support Services Code | A state assigned code that designates a program, through which students with Intensive Support Needs receive special education services and which allows the student to be claimed for reimbursement funds.(Formerly known as the Special Education Regional Tuition Reimbursement Program.) Can be blank. Required if First/Second/Summer Semester Tuition Reimbursement is not null. | [S_VA_STU_X]IntensiveSupport [S_VA_REN_X]IntensiveSupport | Numeric | 2 | Yes | Yes | Yes | Yes | ||
126 | Head Start Provider Code | Note: Blank or valid code. Required if grade = PK and PK funding code = 1 | [S_VA_STU_X]headStart_PCode | Numeric | 2 | Yes | Yes | Yes | |||
127 | Regional Student Percent of Time | The overall percentage of time that the student spends throughout the school year in a regional or local center. This field is no longer dependent on the status of the Reporting as a Regional Center checkbox. The value is extracted in the Fall, Spring, and EOY reports, even if the Reporting as a Regional Center checkbox remains unchecked. | [S_VA_STU_X]RegStu_PercentTime [S_VA_REN_X]egStu_PercentTime | Numeric | 3 | Yes | |||||
128 | Remote Instruction Percent of Time | The total percent of time from the first day of school through the as of date where the student received remote instruction. Note: Manually entered value that equals the number of total days in-session divided by the number of days the student was remote. The percent of time spent in remote instruction plus the percent of time spend in in-person instruction should equal 100. | [S_VA_STU_X]RemInstr_PercentTime [S_VA_REN_X]RemInstr_PercentTime | Numeric | 3 | Yes | Yes | Yes | |||
129 | Internet Access for Remote Learning | A state assigned code which describes a student's most readily available internet access for remote learning. This field displays in the report output only if the 'Do you want to include All Fields' is set to Yes while running the report. | [S_VA_STU_X]InternetAccess_RemLearn | Numeric | 1 | Yes | Yes | ||||
130 | Device Access for Remote Learning | A state assigned code which describes a student's access to a device for remote learning. Note: This field displays in the report output only if the 'Do you want to include All Fields' parameter is set to Yes while running the report. | [S_VA_STU_X]DeviceAccess_RemLearn | Numeric | 1 | Yes | Yes | ||||
131 | Parental Remote Learning Decision | A flag to indicate that the parent has opted for the student to not attend school in-person and will participate in only remote learning. Valid Values: Y or N | [S_VA_REN_X]Parent_RemLearnDecision [S_VA_STU_X]RemInstr_PercentTime [S_VA_REN_X]RemInstr_PercentTime | Alpha-numeric | 1 | Yes | Yes | Yes | |||
132 | SLIFE #1 | Indicates if the student's formal education was interrupted. Valid values:
| ([S_VA_STU_X]SLIFE_Status_YN] | String | 1 | Yes | Yes | Yes | |||
133 | SLIFE #2 | The date when the student was first enrolled in a school in the U.S. | S_VA_STU_X]DateOfUSEntry | Date | 10 | ||||||
134 | Hours of Flexible Instruction | Enter the total in-person hours the student participated in the flexible instructional programs outside the normal school day per enrollment. If No is selected for Do you want to include All Fields while running the report then zero is reported for this field. If Yes is selected for this field then the described logic is applied. | [s_va_stu_x]Hours_of_Flex_Instruction [s_va_ren_x]Hours_of_Flex_Instruction If the above data elements do not have a value then the YTD value is extracted from the student program named exactly as In-Person Flexible Instruction. Zero is reported if this data elements is also unavailable. | Numeric | 3 | Yes | |||||
135 | Filler #2 | Reserved for future use | N/A | N/A | N/A | ||||||
136 | Filler #3 | Reserved for future use | N/A | N/A | N/A | ||||||
137 | Filler #4 | Reserved for future use | N/A | N/A | N/A | ||||||
138 | Filler #5 | Reserved for future use | N/A | N/A | N/A | ||||||
139 | Student's First name | The student's first name. | [Students]First_Name | Alpha-numeric | 15 | Yes | Yes | Yes | Yes | Yes | |
140 | Student's Middle Name | The student’s middle name. Note: May be blank if not applicable. | [Students]Middle_Name | Alpha-numeric | 15 | Yes | Yes | Yes | Yes | Yes | |
141 | Student's Last Name | The student's last name. | [Students]Last_Name | Alpha-numeric | 25 | Yes | Yes | Yes | Yes | Yes | |
Trailer Record | |||||||||||
N/A | Record Count | This field is calculated by adding the number of A and B records included in the file. | N/A | Numeric | N/A |