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Student Record Collection Extracts

Contents

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.

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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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 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:

  • No (default)
  • Yes
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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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 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:

  • No (default)
  • Yes
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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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.

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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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.

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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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.

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.

FieldDescription

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

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:

  • 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.

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

FallSpringEOYSummerDec.1EIMS

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:

  • 1 - Fall submission
  • 2 - Spring submission
  • 3- End-of-Year submission
  • 4 - Summer submission
  • 8 - December 1 submission
  • 9 - EIMS submission

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

YesYesYesYesYes

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

YesYesYesYesYes

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

YesYesYesYesYes

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

YesYesYesYesYes

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

YesYesYesYesYes

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


YesYesYesYesYes

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

YesYesYes
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

YesYesYes
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

YesYesYes


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

YesYesYes


13

Retired

Formerly Racial/Ethnic Code

N/A

N/A

N/A







14

Gender Code

Identifies the student's gender.

  • F - Female
  • M - Male

[Students]Gender

Alpha-numeric

1

YesYesYesYesYes

15

Birth Date

The month, day, and year on which an individual was born.

[Students]DOB

Date

10

YesYesYesYesYes

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

YesYesYesYesYes

17

Retired

Formerly Kindergarten Half Day FlagNANANANANANANANA

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

YesYesYesYesYes

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:

  • Is eligible for Free/Reduced Meals,or
  • Receives TANF, or
  • Is eligible for Medicaid.

[S_VA_STU_X]Disadvantaged_TF

Alpha-numeric

3

YesYesYesYesYes

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

YesYesYes


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

YesYesYes


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

YesYesYesYes

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



YesYes

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

YesYesYesYes

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

YesYesYesYes

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:

  • 1 - has finished a required Career and Technical Education sequence of courses to be considered a completer, or
  • 3 - took at least one state approved CTE course at any time in grades 7 through 12, but has not finished CTE Course requirements for completion., or
  • 4 - has not taken any state-approved CTE courses since 7th grade, or
  • 5 - finished CTE Course requirements for completion and a dual-enrollment CTE course(s).
  • 6 - has completed 2 state-approved CTE courses in a sequence but has not met the requirements for graduation

[S_VA_STU_X]CTE_Finisher

[S_VA_STU_X]CTE_Tech_TF

[S_VA_STU_X]CTE_Course_TF

Alpha-numeric

1



YesYes

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



YesYes

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



YesYes

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

YesYesYes


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

YesYesYes


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

YesYesYes


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

YesYesYesYesYes

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

YesYesYes


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

YesYesYes


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



YesYes

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

YesYesYes


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

YesYesYes


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

YesYesYes


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



YesYes

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



YesYes

65

Address Line 2

This field is not currently extracted.

N/A

N/A

N/A



YesYes

66

Zip Code

The Zip Code of the student's residence.

[Students]Zip

Alpha-numeric

5



YesYes

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



YesYes

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

YesYesYesYes

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

YesYesYes


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

YesYesYesYesYes

73

Ethnic Flag

Identifies whether the student is Hispanic/Latino.



[Students]FedEthnicity

Alpha-numeric

1

YesYesYesYesYes

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

YesYesYesYesYes

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

YesYesYesYesYes

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

YesYesYesYes

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



YesYes
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

YesYesYes


98

Retired

Formerly MOP Number of Classes

N/A

Numeric


2


YesYesYes


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

YesYesYes


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

YesYesYes


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


YesYesYesYesYes

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



YesYes

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



YesYes

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

YesYesYes


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

YesYesYes


109

Retired

Formerly Attendance Plan Code

N/A

N/AN/A





110

Retired

Formerly Attendance Conference Code

N/A

N/AN/A





111

Retired

Formerly Court Referral/Complaint or Proceedings Filed Code

N/A

N/AN/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

3YesYesYesYesYes

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

YesYes



114

Unexcused Absence - Truancy

Number of absences where the student's whereabouts is unknown.

Calculated using Attendance Tracking and Notification for UnexcusedT

Numeric
YesYesYes


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


YesYesYes


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:

  • 1 - Plan was developed
  • 2 - Plan was not developed
[S_VA_STU_YEAR_SCHL_C]Att_PlanAlpha-Numeric1YesYesYes


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_ConferenceNumeric1YesYesYes


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:

  • 1 - No Court Referral Needed/Progress Monitoring
  • 2 - Student referred to court
  • 3 - Parent referred to court
[S_VA_STU_YEAR_SCHL_C]Att_Court_ReferralNumeric1YesYesYes


119Early Intervening Services Flag (IDEA Part B)

Indicates whether the student received CEIS or CCEIS services at any point during the school year.

Valid values:

  • Y - Receives services. (Checks against subgrantee type in ERA to determine CEIS or CCEIS)
  • N - Does not receive services

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

Numeric1

Yes


120Seclusion

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^)

Numeric4

Yes


121Restraint

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^)

Numeric4

Yes


122Locally 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

Numeric1





123Special 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

Numeric1

YesYes

124Credit 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

Numeric6

YesYes

125Intensive 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

Numeric2YesYesYes
Yes
126Head Start Provider Code

Note: Blank or valid code. Required if grade = PK and PK funding code = 1

[S_VA_STU_X]headStart_PCodeNumeric2YesYesYes


127Regional 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

Numeric3

Yes


128Remote 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

Numeric3YesYesYes


129Internet 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_RemLearnNumeric1Yes



Yes
130Device 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_RemLearnNumeric1Yes



Yes
131Parental 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-numeric1YesYesYes


132SLIFE #1

Indicates if the student's formal education was interrupted.

Valid values:

  • Yes
  • No
([S_VA_STU_X]SLIFE_Status_YN]String1YesYes


Yes
133SLIFE #2The date when the student was first enrolled in a school in the U.S.S_VA_STU_X]DateOfUSEntryDate10





134Filler #1Reserved for future useN/AN/AN/A





135Filler #2Reserved for future useN/AN/AN/A





136Filler #3Reserved for future useN/AN/AN/A





137Filler #4Reserved for future useN/AN/AN/A





138Filler #5Reserved for future useN/AN/AN/A





139

Student's First name

The student's first name.

[Students]First_Name

Alpha-numeric

15

YesYesYesYesYes

140

Student's Middle Name

The student’s middle name.

Note: May be blank if not applicable.

[Students]Middle_Name

Alpha-numeric

15

YesYesYesYesYes

141

Student's Last Name

The student's last name.

[Students]Last_Name

Alpha-numeric

25

YesYesYesYesYes

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







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