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Student Setup

Contents

The following data elements are required for student setup.

Navigation:

  1. On the Start Page, click School at the top of the page.
  2. Choose the appropriate School.
  3. Click Submit.
  4. Select the first letter of the student's last name.
  5. Select students from the list. The last accessed student information page opens for the student selected.

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Entering Student Demographics Information

Demographics

Name (last, first MI)

Enter the student’s name.

Use the format: LastName, FirstName MiddleName

[Students]LastFirst

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name

Max 35

Max 20

Max 15

Max 20

Student Record Collection

Master Schedule Collection

SOL Student Data Upload

SOL Grad Status Update

VAAP, VSEP Student Data Upload

Principal’s Report to Superintendent

VA State Transcript-PDF

Transcript Report (legacy version)

Verified Credits

Student Record Collection Verification

Discipline, Crime, and Violence Verification

Student Attendance Summary e

Export Historical Grades

Academic Planner

SRI Report

SRI Exclusion

Enrollment Data

Home Address

Enter the address where the student lives.

[Students]Street

[Students]City

[Students]State

[Students]Zip

Max 50

Max 50

Max 2

Max 10

Student Record Collection

VA State Transcript-PDF

Enrollment Data

Transcript Report (legacy version)

Home Phone

Enter the student’s home telephone number.

[Students]Home_Phone

Max 25

Student Record Collection

VA State Transcript-PDF

Transcript Report (legacy version) )

DOB

Enter the date of birth.

Format: [M]M/[D]D/[YY]YY

[Students]DOB

6-10

Student Record Collection

Discipline, Crime, and Violence

SOL Writing and Non-Writing Student Data Upload

Enrollment Data

VA State Transcript-PDF

Transcript Report (legacy version)

Ethnicity: Is the student Hispanic or Latino?

Choose Yes or No to indicate if the student is Hispanic or Latino.

[Students]FedEthnicity

1

Student Record Collection

Crime, Discipline, and Violence

SRI Report

SRI Exclusion

Race: What is the student’s race?

Select the appropriate federal race category.

[StudentRace]RaceCd

20

Student Record Collection

SRI Report

SRI Exclusion

Scheduling/Reporting Ethnicity

Choose the race code previously assigned to this student.

[Students]Ethnicity

1

Student Record Collection

Discipline, Crime, and Violence

Gender

Choose either female or male.

  • Female = F
  • Male = M
  • Non - Binary = N

[Students]Gender

1

Student Record Collection

Discipline, Crime, and Violence

Principal’s Report to Superintendent

Transcript Report (legacy version)

SRI Report

SRI Exclusion

Enrollment Data

Student Number

Enter the locally assigned student number.

[Students]Student_Number

N/A

Student Record Collection

Discipline, Crime, and Violence

Principal’s Report to Superintendent

Transcript Report

(legacy version)

Student Record Collection Verification

Discipline, Crime, and Violence Verification

SOL Writing and Non-Writing Student Data Upload

Master Schedule Collection

Student Attendance Summary

Export Historical Grades

SRI Report

SRI Exclusion

Modifying Information

Modify Information

Home Room

Enter the student’s home room. This value is used in conjunction with the responsible Division and responsible school to create the NAEP Homeroom Identifier.

[Students]Home_Room

10

Student Record Collection

Entering Virginia State Information

Editing General Information

State/Province – VA > General Tab

Exclude this student from State Reporting

Choose Yes or No to indicate whether to exclude the student from state reports.

[Students]State_ExcludeFromReporting

1

Student Record Collection

Discipline, Crime, and Violence

Master Schedule Collection

Transcript Report (legacy version)

Principal’s Report to Superintendent

Discipline, Crime, and Violence Verification

Student Attendance Summary

Enrollment Data

State Testing Identifier

Enter the unique testing number provided by EIMS.

[Students]State_StudentNumber

32

Student Record Collection

Transcript Report (legacy version)

SOL Writing and Non-Writing Student Data Upload

SOL Grad Status Update

Master Schedule Collection

Academic Planner

SRI Report

SRI Exclusion

Enrollment Data

Responsible Division

The student’s state-assigned division number is displayed.

Note: This value is edited via Start Page > Student > Transfer Info > Edit Enrollment.

[S_VA_STU_X]Responsible_Division or

[Prefs]value where
[Prefs]name=DistrictNumber


3

Student Record Collection

Responsible School

The student’s state-assigned school number is displayed.

Note: This value is edited via Start Page > Student > Transfer Info > Edit Enrollment.

[S_VA_STU_X]Responsible_School

[Students]SchoolID


4

Student Record Collection

Enrollment Data

Serving Division

The student’s state-assigned serving division number is displayed.

Note: This value is edited via Start Page > Student > Transfer Info > Edit Enrollment.

[Prefs]value where
[Prefs]name=DistrictNumber

[Prefs]VA_DistrictNumber

[S_VA_STU_X]Responsible_Division

[S_VA_STU_X]Responsible_School

[S_VA_REN_X]Responsible_Division

3

Student Record Collection


Serving School

The student’s state-assigned number that identifies the school is displayed.

Note: This value is edited via Start Page > Student > Transfer Info > Edit Enrollment.

[S_VA_STU_X]Serving_School

[Schools]Alternate_School_Number

4

Student Record Collection


W8 Reason Code

The reason the student dropped out of school is displayed.

Note: This value is edited on the Functions > Transfer out of school > student page.

[S_VA_STU_X]W8_Dropout_Reason



2

Student Record Collection

Retained

Choose Yes if the student was retained in the same grade (status at the end of the school year).

[S_VA_STU_X]Retention_TF

1

Student Record Collection

Tuition Paid Code

Choose a value to indicate if tuition is paid and/or received for the student.

[S_VA_STU_X]Tuition_Paid_Code

2

Student Record Collection

Non-public Student FTE

Choose an FTE membership if the student attends school part-time to attend one (.25) or two (.5) courses. Include home-schooled and private school students, as well as students with disabilities who are placed by their parent/guardian in private school who receive special education services in the public schools.

[S_VA_STU_X]Non_Public_Student_FTE

2

Student Record Collection

School Choice Status Code

Discontinued 18-19

Choose a value to indicate the student's eligibility and participation in the School Choice program if the Responsible School is in School Improvement Status under the No Child Left Behind Act of 2001.


[S_VA_STU_X]School_Choice_Status_Code

1

Student Record Collection

Full Time Virtual Program Code

Choose the Full Time Virtual Program Code for the student, if applicable.

[S_VA_STU_X]Full_Time_Virtual_Progcode

1

Student Record Collection

Military Compact Flag

(Underage student can attend Kindergarten in VA)

Select to indicate that 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

1

Student Record Collection

Demographics

Ethnicity: Is the student Hispanic or Latino?

The student’s ethnicity value is displayed.

Note: This value is edited via Start Page > Student > Demographics.

[Students]FedEthnicity

1

Student Record Collection

SOL Writing and Non-Writing Student Data Upload

SRI Report

SRI Exclusion

Race

The student’s state race value is displayed.

Note: This value is edited via Start Page > Student > Demographics.

[StudentRace]RaceCd

2

Discipline, Crime, Violence

SOL Student Data Upload

MSC

SRC Verification

SRC

SRI Report

SRI Exclusion

VA State Ethnicity/Race Code

The student’s state race value is displayed.

Note: This value is edited via Start Page > Student > Demographics.

[S_VA_STU_X]Virginia_Ethnicity_Race_Code


2

Discipline, Crime, Violence

SOL Student Data Upload

MSC

SRC Verification

SRC

SRI Report

SRI Exclusion

Disadvantaged

Choose Yes or No to indicate if the student is economically disadvantaged. A student is economically disadvantaged if they meet any of the following criteria:

  • The student is eligible for Free/Reduced Lunch, (At any point during the school year).
  • The student receives Temporary Assistance for Needy Families (TANF).
  • The student is eligible for Medicaid.

[S_VA_STU_X]Disadvantaged_TF

1

Student Record Collection

SOL Writing and Non-Writing Student Data Upload

SRI Report

SRI Exclusion

Birth Country Code

Enter the student’s birth country code. Leave this field blank if the student was born in the U.S.

Note: Click the Codes link to see a list of valid Birth Country Codes.

[S_VA_STU_X]Birth_Country_Code

4

Student Record Collection

Home Language Code

Enter the code for the language or dialect routinely spoken in the student’s home. This language or dialect may or may not be the student’s native language.

Note: Click the Codes link to see a list valid of Home Language Codes.

[S_VA_STU_X]Home_Language_Code

4

Student Record Collection

Immigrant

Choose Yes or No to indicate whether the student is classified as an immigrant, including foreign exchange students if the students fill the parameters of the definition.

The term ‘immigrant children and youth’ means individuals who—

(A) are aged 3 through 21;

(B) were not born in any State; and

(C) have not been attending one or more schools in any one or more States for more than 3 full academic years. (The 3 full academic years should be applied on a cumulative basis.)

[S_VA_STU_X]Immigrant_TF

1

Student Record Collection

Initial Primary Nighttime Residence Code

Choose the Initial Primary Nighttime Residence Code for the student, if applicable.

[S_VA_STU_X]Primary_Nightime_Res_Code

1

Student Record Collection

SRI Report

SRI Exclusion

Unaccompanied Homeless Youth Flag

Choose Yes or No to indicate if 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

1

Student Record Collection

Military Connected Student Code

Choose the student's military connection.

[S_VA_STU_X]Military_Connected2

SRI Report

SRI Exclusion

Foster Care FlagChoose Yes or No to indicate if the student is in foster care.[S_VA_STU_X]Foster_Care_Flag_TF1

SRI Report

SRI Exclusion

Academics

Gifted Code

Choose the student’s gifted code. The student may be placed in or eligible for a gifted program.

[S_VA_STU_X]Gifted_Code

4

Student Record Collection

Gifted Referral

Choose Yes or No to indicate if the student was referred to the Gifted Program between July 1 and June 30 for the current school year.

[S_VA_STU_X]Gifted_Referral_TF

1

Student Record Collection

Title 1 Code

Choose the code that indicates the type of program funded by Title I.

This code indicates the type of program funded by Title I if the student attends a Target Assisted school, i.e. reading, math, reading and math.

[S_VA_STU_X]Title_1_Code

2

Student Record Collection

Fall, Spring, EOY,EIMS

Kindergarten Readiness Assessment Flag

Choose Yes if this is a kindergarten student who turns 5 between October 1 and December 31 and was administered a readiness assessment prior to their first day of kindergarten.

[S_VA_STU_X]Kindergarten_Readiness_TF

1

Student Record Collection

GED Program Code

Choose the student’s GED code if they are enrolled in a program leading to a GED, such as the ISAEP or GAD program.

[S_VA_STU_X]GED_Program_Code

1

Student Record Collection

International Baccalaureate Program

Choose Yes or No to indicate if the student is enrolled in the International Baccalaureate Program and working toward an IB diploma.

[S_VA_STU_X]International_BACC_Program_TF

1

Student Record Collection

IB Code

Choose an IB code value to indicate if the student enrolled in one or more IB (International Baccalaureate Program) courses and/or completed the IB exam.

[S_VA_STU_X]IB_Code

2

Student Record Collection

Cambridge Programme Code

Choose the student's Cambridge Programme enrollment code.

[S_VA_STU_X]Cambridge_Program_Code11

Credit Accommodation Flag

Choose Yes or No to indicate if the student used credit accommodations as outlined in their IEP to obtain a Standard Diploma.

  • Y=Yes, the student used credit accommodations as outlined in their IEP to obtain a Standard Diploma.
  • N=No, the student did not use credit accommodations as outlined in their IEP to obtain a Standard Diploma.

[S_VA_STU_X]CreditAccommodationFlag_TF



1

Student Record Collection

Uniform Certificate of General Studies/Associate’s Degree

Choose Yes or No to indicate if the student earned a Uniform Certificate of General Studies or an Associate's Degree.

  • Y=Yes, the student earned the Uniform Certificate of General Studies or an Associate's Degree.
  • N=No, the student did not earn the Uniform Certificate of General Studies or an Associate's Degree.

[S_VA_STU_X]CertGnrlStudiesAsscDegFlag_TF


1

Student Record Collection

Graduate/Other Completer Code

Choose the student’s graduate/completer code.


[S_VA_STU_X]Grad_Completer_Code

2

Student Record Collection

Transcript Report (legacy version)

VA State Transcript-PDF

SRC Locally Awarded Verified Credit Override

Enter the override number of locally awarded verified credits that the student earned for SRC reporting only.

Valid values:

1 through 6

[S_VA_STU_X]LocalAwardCreditOverride

[S_VA_REN_X]LocalAwardCreditOverride

1
SRC Special Permission Locally Awarded Verified Credit Override

Enter the override number of special permission locally awarded verified credits that the student earned for SRC reporting only.

Valid values:

1 through 6

[S_VA_STU_X]SpecialPerm_LocalAwardOverride

[S_VA_REN_X]SpecialPerm_LocalAwardOverride;

1
Credit Accommodation Code(s)Select the state assigned code for the student's credit accommodations.

[S_VA_STU_X]CreditAccomodation

[S_VA_REN_X]CreditAccomodation

10
SRC Locally Awarded Verified Credit Override

Select the override number of locally awarded verified credits that the student earned for SRC reporting only.

Valid values:

1 through 6

[S_VA_STU_X]LocalAwardCreditOverride

[S_VA_REN_X]LocalAwardCreditOverride

1
SRC Special Permission Locally Awarded Verified Credit Override

Select the override number of special permission locally awarded verified credits that the student with disabilities earned for SRC reporting only.

Valid values:

  • 1 through 6 or
  • If the primary disability code is blank, 1 through 3

[S_VA_STU_X]SpecialPerm_LocalAwardOverride

[S_VA_REN_X]SpecialPerm_LocalAwardOverride;

1
Credit Accommodation Code(s)Select the state assigned code to indicate the credit accommodations the student with disabilities used to earn the credits required to graduate with a Standard Diploma.

[S_VA_STU_X]CreditAccomodation

[S_VA_REN_X]CreditAccomodation

6
Anticipated Diploma

Choose the student’s anticipated diploma type.

Valid values:

  • Standard Diploma = 1
  • Advanced Studies Diploma = 2
[S_VA_STU_GRAD_CREDIT_X] AnticipatedDiploma1SOL Grad Status Update

Diploma Seal

Choose a value to indicate any or all diploma seals earned by a graduate.

Click the Codes link to view a list of valid state codes.

[S_VA_STU_X]Diploma_Seal

[S_VA_REN_X]Diploma_Seal

5

Student Collection Record

Transcript Report (legacy version)

Early College Scholar Program Code

Choose a code to indicate if the student participated in the Governor's Early College Scholar Program. The agreement for the program must be signed by the student, their parent/guardian, the high school principal, and school counselor.

A value of 3 or 4 identifies this student as a Commonwealth Scholar.

[S_VA_STU_X] Early_College_Scholar_ProgCode

1

Student Record Collection

Transcript Report (legacy version)

VA State Transcript SRP Version

Graduation Plan Code

Choose the student’s graduation plan code.

[S_VA_STU_X]Graduation_Plan_Code

[S_VA_REN_X]Graduation_Plan_Code

2

Student Record Collection

Advanced Placement Code

Choose the student's Advanced Placement Code.

Valid values:

  • Blank
  • 1 - Enrolled in AP class
  • 2 - Enrolled in AP and took AP exam
  • 3 - Took AP exam

[S_VA_STU_X]Advanced_Placement_Code

1

Student Record Collection

Transcript Report (legacy version)

PK Experience Code

Choose a code to indicate the PK (pre-kindergarten) experience for PK or kindergarten students.

[S_VA_STU_X]PK_Experience_Code

2

Student Record Collection

PK Weekly Time Code

Choose a code to indicate the average amount of time the student spends each week in the program specified by the PK Experience Code.

[S_VA_STU_X]PK_Weekly_Time_Code

2

Student Record Collection

PK Funding Source

Choose the source of funding for the PK program.

[S_VA_STU_X]PK_Funding_Source2

Receiving EL Services Code

Choose a value to indicate if the LEP student received services.

Valid values:

  • Blank
  • 1 – Identified as LEP and receives LEP services
  • 2 – Identified as LEP but does not or has refused EL services
  • 4 – Identified as formerly EL for each of the four years after exiting EL services
  • 5 – Temporarily identified as EL (Presumptive EL until formally screened in person)

[S_VA_STU_X]ESL_Code

[S_VA_REN_X]ESL_Code

1

Student Record Collection

Discipline, Crime and Violence

SLIFE Status Flag

Select the applicable value to indicate SLIFE (Student with Limited and/or Interrupted Formal Education) status.

Valid values:

  • Blank (default)
  • Yes
  • No
[S_VA_STU_X]SLIFE_Status_YN1Student Record Collection
Date of Entry into U.S. SchoolsEnter the date when the student was first enrolled in a school in the U.S. This field displays if the SLIFE or Immigrant Youth Flag is set Yes (Y).[student]DateOfUSEntry10Student Record Collection
Language Instruction Education Program TypeChoose the language instruction education program type.

[S_VA_STU_X]Lang_Instr_Edu_Prg_Type

[S_VA_REN_X]Lang_Instr_Edu_Prg_Type

20Student Record Collection

Internet Access Remote Learning

i) Required for all students regardless if they are learning in person or remote

Select the applicable internet connection used for remote learning:

  • Select a value
  • 1 - Internet access at home allows for live streaming, classroom instruction, real time interaction with teachers and classmates
  • 2 - Internet access at home is available but too slow for live streaming or real time interaction
  • 3 - Public connection NOT at home (coffee shop, fast food restaurant, recreation center, etc.) (removed from selection)
  • 4 - Other (removed from selection)
  • 5 - No internet connection available
  • 6 - Unknown (removed from selection)
  • 7 - No internet connection at home due to cost of service
  • 8 - No internet connection at home due to service availability
[s_va_stu_x]InternetAccess_RemLearn1Student Record Collection

Device Access Remote Learning

i) Required for all students regardless if they are learning in person or remote

Select the applicable device used for remote learning:

  • Select a value
  • 1 - School Provided (desktop, laptop, Chromebook, tablet)
  • 2 - Personal (desktop, laptop, Chromebook, tablet)
  • 3 - Shared with family members (desktop, laptop, Chromebook, tablet)
  • 4 - Smartphone only
  • 5 - Any public device (library, community center, etc.)
  • 6 - No device access
  • 7 - Unknown (removed from selection)
  • 8 - Not applicable, no remote learning this school year (removed from selection)
[s_va_stu_x]DeviceAccess_RemLearn1Student Record Collection

Physical Restraint/Time Out

Teachers can record a restraint/seclusion occurence. 

Start Page > Student Selection > Restraint/Seclusion

Occurence DateThe date a student is restrained or kept in seclusion.[S_STU_RESTRAINT_SECL_C]OccurrenceDate10
Occurence Start Time (HH:MM AM/PM)The time a student is restrained or kept in seclusion.[S_STU_RESTRAINT_SECL_C]OccurrenceStartTime8
Occurence End Time (HH:MM AM/PM)The time a student was relieved of a estrained or seclusion.[S_STU_RESTRAINT_SECL_C]OccurrenceEndTime8
Event Type

The type of restraint or seclusion.

Valid values:

  • Time Out (TO)
  • Isolated Time Out (IT)
  • Physical Restraint (PR)
  • Mechanical Restraint (MR)
  • Seclusion (SE)
[S_STU_RESTRAINT_SECL_C]EventType2
Imminent Danger SelfIndicate whether the student is danger to himself/herself.[S_STU_RESTRAINT_SECL_C]ImminentDangerSelf1
Imminenet Danger to StaffIndicate whether the student is danger to staff.[S_STU_RESTRAINT_SECL_C]ImminentDangerStaff1
Imminent Danger to Other StudentsIndicate whether the student is danger to other students.[S_STU_RESTRAINT_SECL_C]ImminentDangerOtherStu1
NotesEnter any additional details about restraint or seclusion.[S_STU_RESTRAINT_SECL_C]Notes400
Parent Contacted/NotifiedSelect to indicate the parent has been contacted or notified of their child's restraint or seclusion.[S_STU_RESTRAINT_SECL_C]ParentContacted1

Defining Career and Technical Information

State/Province – VA > CTE > CTE

CTE Competency Attainment

Choose the flag 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. Must be Y or N.

  • N = No, the student has not finished both of the requirements and at least 80% of the essential competencies in a CTE course
  • Y = Yes, the student has finished the CTE course requirements to be a CTE Finisher AND has obtained a satisfactory rating on at least 80% of the essential competencies.

If Y then CTE Finisher Code = 1 or 5

[S_VA_STU_X]CTE_Compentency

1

Student Record Collection

CTE Program Completion Date

Enter the date when a Certificate of Program Completion is awarded.

mm/dd/yyyy

[S_VA_STU_X]CTE_Completion_Dt

10

Transcript Report (legacy version)


CTE Finisher Code

i) Required for all students regardless if they are learning in person or remote

Enter one of the following CTE Finisher codes:

  • 1 - finished CTE requirements for completion, or
  • 3 - took at least one state-approved CTE course since 7th grade but has not finished CTE requirements for completion, or
  • 4 - has not taken any state-approved CTE courses since 7th grade, or
  • 5 - finished CTE requirements to be a completer and completion of a CTE dual enrollment course(s).
  • 6 - Completed 2 stat-approved CTE courses in a sequence but has not met the requirements for graduation
  • 7 - Completed at least 3 state-approved Junior Reserve Officers' Training Corps (JROTC) courses
  • Null for grades prekindergarten through 6
  • Required for grades 7 through 12,or T

[S_VA_STU_X]CTE_Finisher_Code

1

Student Record Collection

CTE Career Cluster Code

Choose the career family of the CTE course the student enrolled in this year. If the student enrolled in more than one course associated with different families, choose the family that most closely aligns with that student’s career interests.

[S_VA_STU_X]CTE_Career_Family_Code

4

Student Record Collection

Academic Plan

Career Pathway Code

Choose the career pathway code. This field contains 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.

[S_VA_STU_X]CTE_Career_Pathway_Code

4

Student Record Collection

Academic Plan

CTE Special Populations Code

Choose the CTE special population for the student if any is not already collected in other elements.

[S_VA_STU_X]CTE_Special_Pop_Code

3

Student Record Collection

Co-Op Student

Chose Yes or No to indicate if the student is Co-Op student.

[S_VA_STU_COOP_X]IsCoOP_TF


Master Schedule Collection

Co-Op Coordinator

Click New. A menu appears with a list of teachers who have been designated on the staff information page as being Co-Op Coordinator. Choose a coordinator. When saved, the record displays the start and end date for the co-op.

[S_VA_STU_COOP_X]ProviderID

[S_VA_SSF_COOP_C]StartDate

[S_VA_SSF_COOP_C]EndDate


Master Schedule Collection

Defining CTECC Information

State/Province – VA > CTE > CTECC > [New/Edit]

This first section of this page lists the student's historical courses/sections which have industry credential exams attached to them. This section is read-only.

The second section of the page contains industry credential exam results. To add a new exam result, begin entering into the Exam Name (Exam Code) smart-search textbox and choose the desired code. Click the (+) icon and a window appears containing the remaining information. To edit an exam result, click the pencil icon next to the record. Refer to Adding Credential Exam Results to a Student for more information.

Exam Name (Exam Code)

Start entering into the textbox to search for the exam name/code. Choose the appropriate code and click the (+) icon.

[S_VA_STU_CrdntlExamRslt_C] S_VA_CredentialExams_SID

11

CTECC

Exam Date

Enter the date the exam was administered.

[S_VA_STU_CrdntlExamRslt_C]ExamDate

Date

CTECC

Exam Result

Select Pass or Fail to indicate whether or not the student passed the exam.

[S_VA_STU_CrdntlExamRslt_C]ExamPassed

1

CTECC

Exam Cost

Enter the actual cost of the examination to a student or school division.

[S_VA_STU_CrdntlExamRslt_C]ExamCost

25

CTECC

Serving School

Choose the Serving School associated with the student's exam result.

[S_VA_STU_CrdntlExamRslt_C]ServingSchoolID

11

CTECCrt

Credential Awarded

Select to indicate the credential was awarded.

[S_VA_STU_CrdntlExamRslt_C] CredentialAwarded

1

CTECC

Used for Verified CreditSelect if this record should be included in calculating verified credit.[S_VA_STU_CrdntlExamRslt_C] UsedForVerifiedCredit1CTECC

Exclude From State Reporting

Select if the exam result should be excluded from state reports.[S_VA_STU_CrdntlExamRslt_C] State_ExcludeFromReporting1CTECC

VA State Assignment Code

This field is no longer required as of 2016-17 but is still available to edit.

Enter the current value for the VA State Assignment. To change, choose a different code.

[S_VA_CRS_X]State_Assignment_Code6N/A

SCED Code

(required starting in 2016-2017)

Enter the current value for the SCED Code associated with the exam. To change, choose a different code.

Note: This field replaces the VA State Assignment Code as a reporting requirement for 2016-17 and later.

[S_VA_STU_CrdntlExamRslt_C]SCEDCode5CTECC
Extended Description

Choose the SCED Extended Description associated with the exam.

Note: This field is used to distinguish between two or more classes within the same SCED Code.

[S_VA_STU_CrdntlExamRslt_C] SCEDExtendedDescription9CTECC

Entering Special Education Information

State/Province – VA > Special Ed

Primary Disability

Choose the value that identifies the primary disability type if the student is eligible for services under the Individuals with Disabilities Education Act (IDEA). The student must have an Individualized Education Program (IEP). When entered on this page data will automatically be populated on the Transfer Info > Current Enrollment page.

[S_VA_STU_X]Primary_Disability_Code

11

Student Record Collection

SRI Report

SRI Exclusion

Special Ed Primary Disability Service Percent of Day

Enter the percent of the day that the student receives services for the primary disability.

1- 100

Percent must be calculated using the amount of special ed service for the primary disability divided by the normal instructional day, not a reduced school day.

[S_VA_STU_X] SPED_PRIM_DIS_SVC_Percent_Day

25

Student Record Collection

Special Ed Student Placement Code

Choose a code to identify the placement of the special education student.

[S_VA_STU_X]SPED_Placement_Code

11

Student Record Collection

Special Ed in Regular Early Childhood Setting

Choose whether or not the student receives the majority of their special education and related services in the Regular Early Childhood Setting.

Valid values:

  • Y = Yes, student does receive the majority of their special education and related services in the Regular Early Childhood Setting.
  • N = No, student does not receive the majority of their special education and related services in the Regular Early Childhood Setting.

[S_VA_STU_X]SPED_Reg_Early_Child_Set

1

Student Record Collection

Time in Regular Early Childhood Setting

Choose a value to indicate if the student spends 10 or more hours a week in the Regular Early Childhood Setting.

Valid values:

  • Y = Yes, the student spends 10 or more hours a week in the Regular Early Childhood Setting.
  • N = No, the student does not spend 10 or more hours a week in the Regular Early Childhood Setting.

[S_VA_STU_X]SPED_TimeReg_Early_ChildSet

1

Student Record Collection

Parentally Placed Students

Select to indicate that the student was parentally-placed.

[S_VA_STU_X]SPED_Parentally_Placed_Stu_TF

1

Student Record Collection

Special Ed Student Regular Class Percent

Enter the percent of the day that the special education student spends in the regular class.

[S_VA_STU_X]SPED_STU_REG_Class_Percent

25

Student Record Collection

Special Ed Secondary Disability Code

Choose the student's additional disability determined by the eligibility committee, if applicable. This is not the classroom placement.

Note: This field cannot be the same as Primary or Third disability.

[S_VA_STU_X] SPED_Secondary_Disability_Code

11

Student Record Collection

Special Ed Secondary Disability Service Percent of Day

Enter the percent of day that the student receives services for the secondary disability.

[S_VA_STU_X] SPED_Sec_DIS_SVC_Percent_Day

25

Student Record Collection

Special Ed Secondary Disability Serving Division

Enter the Serving Division of the Secondary Disability, if required. Begin entering into the search box and choose the appropriate division.

[S_VA_STU_X]SPED_Secondary_Serv_Division

20

Student Record Collection

Special Ed Secondary Disability Serving School

Enter the Serving School of the Secondary Disability, if required. Begin entering into the search box and choose the appropriate school.

[S_VA_STU_X]SPED_Secondary_Serv_School

20

Student Record Collection

Special Ed Third Disability Code

If applicable, choose the student's additional disability determined by the eligibility committee. This is not the classroom placement.

Note: This field cannot be the same as Primary or Secondary disability.

[S_VA_STU_X]SPED_Third_Disability_Code

11

Student Record Collection

Special Ed Third Disability Service Percent of Day

Enter the percent of day that the student receives services for the third disability.

[S_VA_STU_X] SPED_Third_DIS_SVC_Percent_Day

25

Student Record Collection

Special Ed Third Disability Serving Division

Enter the Serving Division of the Third Disability, if required. Begin entering into the search box and choose the appropriate school.

Note: This field is required if Third Disability is not blank and not 15 (504).

[S_VA_STU_X]SPED_Third_Serv_Division

20

Student Record Collection

Special Ed Third Disability Serving School

Enter the Serving School of the Third Disability, if required. Begin entering into the search box and choose the appropriate school.

Notes:

  • This field is required if Third Disability is not blank and not 15 (504).
  • The total of the primary, secondary, and third percent fields may not exceed 100.

[S_VA_STU_X]SPED_Third_Serv_School

20

Student Record Collection

Spec Ed Weekly Time %

Enter 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

25

Student Record Collection

Regional Tuition Reimbursement Designations: For information on these fields, see Edit Enrollment.

Defining SRC Unexcused Absences

State/Province – VA > SRC Unexcused Absences > 2019 and later [click year]

Attendance Plan

If the student has five or more unexcused absences, choose a value:

  • 1 - Plan was developed
  • 2 - Plan was not developed
[S_VA_STU_YEAR_SCHL_C]Att_Plan1
Attendance Conference

If the student has ten or more unexcused absences, choose an attendance conference code.

[S_VA_STU_YEAR_SCHL_C]Att_Conference2
Court Referral Code

If the student has seven or more unexcused absences, choose a complaint proceeding.

[S_VA_STU_YEAR_SCHL_C]Att_Court_Referral2
State/Province – VA > SRC Unexcused Absences > Prior to 2019 [click year]
Attendance Plan

If the student has five or more unexcused absences, an attendance plan is displayed.

[S_VA_STU_YEAR_SCHL_C]Att_Plan2
Attendance Conference

If the student has six or more unexcused absences, an attendance conference code is displayed.

[S_VA_STU_YEAR_SCHL_C]Att_Conference2
Court Referral/Complaint Proceedings Filed

If the student has seven or more unexcused absences, a court referral code is displayed.

[S_VA_STU_YEAR_SCHL_C]Att_Court_Referral2

Entering District Attendance

State/Province – VA > District Attendance > ATT-Out of District > [New/Edit]

School YearSelect the school year for which to enter the information.[S_VA_STU_OutOfDistrict_Att_C]YearId4Transcript Report
MembershipEnter the number of days the student was enrolled in the school.[S_VA_STU_OutOfDistrict_Att_C]Membership2Transcript Report
Days AttendedEnter the number of days attended.[S_VA_STU_OutOfDistrict_Att_C]DaysAttended2Transcript Report
Total Absences (excused/unexcused)Enter the number of absences, both excused and unexcused.[S_VA_STU_OutOfDistrict_Att_C]Absences2Transcript Report
Use this attendance as an override for the Transcript?

Select to use the attendance generated by this report as an override for the Transcript.

[S_VA_STU_OutOfDistrict_Att_C]ATT_Override1Transcript Report

Legacy Attendance Fields

State/Province – VA > District Attendance > ATT-Legacy > [New/Edit]

Note: These are legacy fields and shown for historical purposes only.

School ID

Enter the student's school ID. This is the school number of the school where the student is enrolled.

[StudentAttendanceSummary]SchoolDCID

10

Transcript Report (legacy version)

Student Attendance Summary

VA State Transcript-PDF

Start Date

Enter the start date for this student’s attendance record.

Defaults to the student’s entry date.

Format: MM/DD/YYYY

[StudentAttendanceSummary]StartDate

10

Student Attendance Summary

VA State Transcript-PDF

End Date

Enter the end date for this student’s attendance record.

Defaults to the students exit date.

Format: MM/DD/YYYY

[StudentAttendanceSummary]EndDate

10

Student Attendance Summary e

VA State Transcript-PDF


School Year

Enter the school year for this absence record, such as 2011 for the 2011-2012 school year.

Format: YYYY

[StudentAttendanceSummary]SchoolYear

4

Transcript Report (legacy version)

Student Attendance Summary e

VA State Transcript-PDF

Membership

Enter the number of days the student was enrolled in the school for this attendance period.

[StudentAttendanceSummary]MembershipValue

5

Student Attendance Summary e

VA State Transcript-PDF

Days Attended

Enter the number of days the student was present in the school for this attendance period.

[StudentAttendanceSummary]DaysAttended

5

Student Attendance Summary e

VA State Transcript-PDF

Absences

Enter the number of student absences this attendance period.

[StudentAttendanceSummary] DaysTransportedEligibleStAid

5

Transcript Report (legacy version)

Student Attendance Summary

VA State Transcript-PDF

Unexcused

Enter the number of student unexcused absences for this school year for the attendance period.

[StudentAttendanceSummary] UnexcusedAbsences

5

Transcript Report (legacy version)

Student Attendance Summary VA State Transcript-PDF

Excused

Enter the number of student excused absences for this attendance period.

[StudentAttendanceSummary]ExcusedAbsences

5

Transcript Report

(legacy version)

Student Attendance Summary e

VA State Transcript-PDF

Editing Transcript Information

State/Province – VA > Transcript

Graduate/Other Completer Code

The Graduate/Other Completer Code is displayed. If set, this field will override the Diploma Type.

Note: This value is edited on the student enrollment pages.

[S_VA_STU_X]Grad_Completer_Code


Transcript (legacy version)

VA State Transcript-PDF

Diploma Type

Choose the diploma the student will earn at graduation. If the Graduate/Other Completer code is populated and this field is left blank the value in the Graduate/Other Completer code will be mapped to the values for the Diploma type and extracted on the VA Transcript.

Valid values:

  • 1 - Advanced Studies
  • 2 - Standard
  • 3 - Other Diplomas

[S_VA_STU_X]Diploma_Type

1

Transcript (legacy version)

VA State Transcript-PDF


Graduation Date

Enter the date the student’s graduation date.

Format: MM/DD/YYYY

[S_VA_STU_X]Graduation_Date

10

Transcript Report (legacy version)

VA State Transcript-PDF

Academic Plan

Certificate of Program Completion Award date

Enter the date a student was awarded a Certification of Program Completion. If the Graduate/Other Completer Code is equal to 4 then a date for Certification of Program Completion should be populated.

Format: MM/DD/YYYY

[S_VA_STU_X]CertOfProgCompAwardDate


Transcript Report (legacy version)

VA State Transcript-PDF


Exclude SAT tests from TranscriptChoose Yes to prevent SAT scores from printing on the Student Transcript. The default is No.[S_VA_STU_X]Transcript_SAT_Exclude_YN1

Transcript Report (legacy version)

VA State Transcript-PDF

Exclude SAT II Subject Tests from TranscriptChoose Yes to prevent SAT II Subject Test scores from printing on the Student Transcript. The default is No.[S_VA_STU_X] Transcript_SATSUBJ_Exclude_YN1

Transcript Report (legacy version)

VA State Transcript-PDF

Exclude ACT tests from TranscriptChoose Yes to prevent ACT scores from printing on the Student Transcript. The default is No.[S_VA_STU_X]Transcript_ACT_Exclude_YN1

Transcript Report (legacy version)

VA State Transcript-PDF

GPAEnter the student's GPA.S_VA_STU_X.Transcript_GPA25VA State Transcript-PDF
GPA NameEnter the name of this GPA.S_VA_STU_X.Transcript_GPA_Name50VA State Transcript-PDF
GPAEnter an additional GPA.S_VA_STU_X.Transcript_GPA225VA State Transcript-PDF
GPA NameEnter the name of the additional GPA.S_VA_STU_X.Transcript_GPA2_Name50VA State Transcript-PDF
Class RankEnter the student's class rank.S_VA_STU_X.Transcript_Class_Rank30VA State Transcript-PDF

School counselor name

Enter the name of the student’s school counselor.

S_VA_STU_X.School_Counselor

60

Transcript Report (legacy version)

Trained in Emergency First Aid, CPR, and AED use?Check this box if the student has completed training in emergency first aid, cardiopulmonary resuscitation (CPR), and the use of automated external defibrillators (AED), including hands-on practice of the skills necessary to perform cardiopulmonary resuscitation.S_VA_STU_X.CPR_AED_FirstAid_TF1VA State Transcript-PDF

Student Comments

Enter comments to include on the transcript, if applicable.

S_VA_STU_X.StudentComments

355

Transcript Report (legacy version)

Entering SOL Test Scores

State/Province – VA > SOL Scores and Credits > SOL Test Scores > New/Edit

Note: SOL Test Score information can also be viewed (but not edited) on the Test Results > SOL Test Scores page.

Test Administration –Time of year

Choose the Test Submission for which the test score was earned.

Valid values:

  • (1) Fall
  • (2) Spring
  • (3) Summer
  • (4) Fall/Spring
  • (5) Fall Growth Assessments
  • (6) Winter Growth Assessments

[S_VA_STU_TESTRESULT_C]Time_Of_Year

1


Test Date (date test was taken)

Enter the date the test was taken.

[S_VA_STU_TESTRESULT_C]Test_Date

N/A


Test Type

Choose the test type.

[S_VA_TEST_S]TestType

10


Test Category

Choose the category connected to the test.

Example: End-Of-Course Tests.

Foreign Key to S_VA_TEST_CATEGORY_S table.

11


Test

Choose the test for which the student received a test score.

Foreign Key to S_VA_TEST_S table.

11


Substitute Test

Use if the Division accepts Substitute Test Scores. Example: ACT Math.

[S_VA_STU_TESTRESULT_C]



UIN

Enter the Unique Identification Number (UIN) that is assigned to this assessment by the testing organization.

[S_VA_STU_TESTRESULT_C]Assessment_UIN25

Test Scaled Score

Enter the student's overall test score.

[S_VA_STU_TESTRESULT_C] Test_Scaled_Score

10


Reporting Cat Scaled Score 1

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score1

11


Reporting Cat Scaled Score 2

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score2

11


Reporting Cat Scaled Score 3

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score3

11


Reporting Cat Scaled Score 4

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score4

11


Reporting Cat Scaled Score 5

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score5

11


Reporting Cat Scaled Score 6

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score6

11


Reporting Cat Scaled Score 7

Enter the test Score for a category within the Overall Test.

[S_VA_STU_TESTRESULT_C] Report_Cat_Scaled_Score7

11


Performance Level

(Optional) Choose a performance level. Indicates the level of achievement for the Test Score.

Foreign Key to S_VA_TEST_PERFLEVEL_S table.

11

SOL Grad Status Update

Vertical Scaled ScoreEnter the received vertical scaled assessment score. [S_VA_STU_TESTRESULT_C]Vertical_Scale_Score4
Special PermissionSelect to indicate that the student with disabilities has special permission locally awarded verified credits.S_VA_STU_TESTRESULT_C]SpecialPermssion1

Grade Level

Enter the grade level of the student at the time the test score result was earned.

[S_VA_STU_TESTRESULT_C]GradeLevel

11


Serving Division

Begin entering into the search box and choose the division at the time test score result was earned.

[S_VA_STU_TESTRESULT_C]DivisionNumber

20


Serving School

Begin entering into the search box and choose the school at the time test score result was earned.

[S_VA_STU_TESTRESULT_C]SchoolNumber

20


Viewing Verified Credit Status

State/Province – VA > SOL Scores and Credits > Verified Credit Status


Course NumberThe ID number of the course in which the student took the test.

[Courses]course_number

11
Course NameThe ID number of the course in which the student took the test.

[Courses]course_name

40
GradeThe student's grade in the course.[StoredGrades]Grade10
Credits EarnedThe total number of credits earned.Calculated

Test Name (Code)The name of the test the student took.

[S_VA_TEST_S]name

[S_VA_TEST_S]code

10

100

SOL Grad Status Update
Test Score

The test score the student earned.

To view all testing attempts, click the score link. A dialog appears containing all Test Scores and Test Dates.

Note: If the student did not take the test, this field is blank.

[S_VA_STU_TESTRESULT_C]Test_Scaled_Score

[S_VA_STU_TESTRESULT_C ]Test_Date

10SOL Grad Status Update
Times TakenThe number of times the student took the test.Calculated

Performance Level

The highest performance level awarded to the student.

Foreign Key to S_VA_TEST_PERFLEVEL_S table.11SOL Grad Status Update
Verified Credit

Indicates if the student earned verified credit.

Valid values:

  • T = Passed Test but failed Course
  • C = Passed the Course Failed the Test
  • V = Passed the Course and the Test
  • L = Locally Verified
  • NV = Not Verified (Failed course and test)

Notes: If the student earned verified credits for multiple tests in the same course, the page displays the verified credits earned for each test separately.

[S_VA_SGR_X]Verified_Credit

11

Entering Grad Credit Status

State/Province – VA > SOL Scores and Credits > Grad Credit Status

Grad Cohort

Enter the student's graduation cohort year.

[S_VA_STU_GRAD_CREDIT_X]GradCohort11SOL Grad Status Update
Anticipated Diploma

Choose the student’s anticipated diploma type.

Valid values:

  • Standard Diploma = 1
  • Advanced Studies Diploma = 2

Note: This value can also be edited via the State/Province – VA > General page.

If Graduation Cohort is less than or equal to 2021 and Anticipated Diploma = 1 (Standard Diploma), the following Expected Verified Credit will be displayed:

  • For English, Expected Verified Credit will be 2
  • For Math, Expected Verified Credit will be 1
  • For Science, Expected Verified Credit will be 1
  • For History & Social Sciences, Expected Verified Credit will be 1
  • For Student Selected, Expected Verified Credit will be 1

If Graduation Cohort is less than or equal to 2021 and Anticipated Diploma = 2 (Advanced Diploma), the following Expected Verified Credit will be displayed:

  • For English, Expected Verified Credit will be 2
  • For Math, Expected Verified Credit will be 2
  • For Science, Expected Verified Credit will be 2
  • For History & Social Sciences, Expected Verified Credit will be 1
  • For Student Selected, Expected Verified Credit will be 1

If Graduation Cohort is more than or equal to 2022 and Anticipated Diploma = blank, the following Expected Verified Credit is displayed:

  • For English, Expected Verified Credit will be 2
  • For Math, Expected Verified Credit will be 1
  • For Science, Expected Verified Credit will be 1
  • For History & Social Sciences, Expected Verified Credit will be 1
  • For Student Selected, Expected Verified Credit will be 0

Note: Any combination other than Grad Cohort = 2020 and Anticipated diploma = blank, shows '0' for each subject. It is expected that all students graduating prior to 2022 are required to have a diploma type of 1 or 2.

[S_VA_STU_GRAD_CREDIT_X] AnticipatedDiploma

[S_VA_STU_GRAD_CREDIT_X]GradCohort

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_English_YN

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_Math_YN

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_Science_YN

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_HistSoc_YN

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_StudSel_YN

1SOL Grad Status Update
English

Grad Requirements Met?

Choose Yes or No to indicate whether the student has met the verified credit graduation requirements for English.

Note: If Grad Requirements Met is Yes for a subject area, no record is generated in the Student Registration Import for the associated test.

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_English_YN

1

Student Registration Import (SRI) Report

SOL Grad Status Update

Adjusted Verified Credits

Enter the number of adjusted verified credits for English.

Note: The number of verified credits a student needs for graduation may be adjusted if the student transfers in to a Virginia public school after the ninth grade, or if the student has other mitigating circumstances.

[S_VA_STU_GRAD_CREDIT_X] Eng_Adjusted_Cred11SOL Grad Status Update
Math

Grad Requirements Met?

Choose Yes or No to indicate whether the student has met the verified credit graduation requirements for Math.

Note: If Grad Requirements Met is Yes for a subject area, no record is generated in the Student Registration Import for the associated test.

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_Math_YN

1

Student Registration Import (SRI) Report

SOL Grad Status Update

Adjusted Verified Credits

Enter the number of adjusted verified credits for Math.

Note: The number of verified credits a student needs for graduation may be adjusted if the student transfers in to a Virginia public school after the ninth grade, or if the student has other mitigating circumstances.

[S_VA_STU_GRAD_CREDIT_X] Math_Adjusted_Cred11SOL Grad Status Update
Science

Grad Requirements Met?

Choose Yes or No to indicate whether the student has met the verified credit graduation requirements for Science.

Note: If Grad Requirements Met is Yes for a subject area, no record is generated in the Student Registration Import for the associated test.

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_Science_YN

1

Student Registration Import (SRI) Report

SOL Grad Status Update

Adjusted Verified Credits

Enter the number of adjusted verified credits for Science.

Note: The number of verified credits a student needs for graduation may be adjusted if the student transfers in to a Virginia public school after the ninth grade, or if the student has other mitigating circumstances.

[S_VA_STU_GRAD_CREDIT_X] Sci_Adjusted_Cred11SOL Grad Status Update
History/Soc Studies

Grad Requirements Met?

Choose Yes or No to indicate whether the student has met the verified credit graduation requirements for History/Social Studies.

Note: If Grad Requirements Met is Yes for a subject area, no record is generated in the Student Registration Import for the associated test.

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_HistSoc_YN

1

Student Registration Import (SRI) Report

SOL Grad Status Update

Adjusted Verified Credits

Enter the number of adjusted verified credits for History/Social Studies.

Note: The number of verified credits a student needs for graduation may be adjusted if the student transfers in to a Virginia public school after the ninth grade, or if the student has other mitigating circumstances.

[S_VA_STU_GRAD_CREDIT_X] Hist_Adjusted_Cred11SOL Grad Status Update
Student Selected

Grad Requirements Met?

Choose Yes or No to indicate whether the student has met the verified credit graduation requirements for a student selected verified credit.

Note: If Grad Requirements Met is Yes for a subject area, no record is generated in the Student Registration Import for the associated test.

[S_VA_STU_GRAD_CREDIT_X] GradReqMet_StudSel_YN

1

Student Registration Import (SRI) Report

SOL Grad Status Update

Adjusted Verified Credits

Enter the number of the adjusted verified credits for a student selected verified credit.

Note: The number of verified credits a student needs for graduation may be adjusted if the student transfers in to a Virginia public school after the ninth grade, or if the student has other mitigating circumstances.

[S_VA_STU_GRAD_CREDIT_X] StudSel_Adjusted_Cred11SOL Grad Status Update

Passed Assessment

Choose an assessment code.

Note: Tests with a passing score of 8 for the applicable subject area are displayed in the Passed Assessment column.

[S_VA_STU_GRAD_CREDIT_X] StuSelect_Grad_Test

8
Federal Requirements Met (Math)?Choose Yes or No to indicate whether the student has met the federal testing requirement in math.[S_VA_STU_GRAD_CREDIT_X] FederalReqMet_Math_YN1
Federal Requirements Met (Science)?Choose Yes or No to indicate whether the student has met the federal testing requirement in science.[S_VA_STU_GRAD_CREDIT_X] FederalReqMet_Science_YN1

Date Entering Virginia High School

Enter the date when the student first enrolled in a Virginia high school.[S_VA_STU_GRAD_CREDIT_X] HighSchool_EntryDateDate
Grade Entering Virginia High SchoolEnter the student's grade level when they first enrolled in a Virginia high school.[S_VA_STU_GRAD_CREDIT_X] HighSchool_EntryGrade11

Parent Waives Testing Exemption

Select to indicate if the parent waives the testing exemption.[S_VA_STU_GRAD_CREDIT_X] ParentWaives_Exempt1
Total Earned Credit(s)

The Total Earned Credits display by extracting the added values from Student Setup#Entering Historical Grade Records for the student. The standard value is from 0.5 to 1 credit per passed class.

[StoredGrades]EarnedCreditHrsN/A
Total Entered Verified Credits(s)

The Total Entered Verified Credits display by extracting the added values from Student Setup#Entering Historical Grade Records for the students. The standard value is obtained by adding one credit per passed class and passed test.

[S_VA_SGR_X]Verified_CreditN/A

Entering SDU Data

State/Province – VA > SDU Data and Test ASGMT > SDU Data Entry

ELL Overall Proficiency Level

Enter the student’s composite score if they participated in WIDA® ACCESS for ELLs® testing in spring 2010.

This score contains a decimal value as shown on the ACCESS for ELLs® score reports; however, you must remove the decimal when entering the value in this field. The possible range of values is 10 to 60

[S_VA_STU_X]ELL_Composite_Score

2

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Temporary Condition

Choose Yes or No to indicate if the student requires testing accommodations due to a temporary condition such as a broken arm or injured hand, but does not have an Individualized Education Program (IEP), 504 Management Plan, or LEP Student Assessment Participation Plan.

[S_VA_STU_X]Temporary_Condition_TF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Formerly EL

Choose the reason the student is no longer considered an EL.

Valid values:

  • Blank - Default
  • 1 - Proficiency Level 4.4 or greater/Proficiency Level 5 Spring 2022
  • 2 - Proficiency Level 4.4 or greater/Proficiency Level 5 Spring 2021
  • 3 - Proficiency Level 4.4 or greater/Proficiency Level 5 Spring 2020
  • 4 - Tier B or C - Earned 5.0 or greater / Proficiency Level 5 Spring 2019
[S_VA_STU_X]Formerly_EL1

Student Registration Import Report

SRI Report

SRI Exclusion

SOA Adjustment LEP

Choose Yes or No to indicate if the student is Limited English Proficient.

[S_VA_STU_X]SOA_Adjustment_LEP_TF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Transfer

Choose Yes or No to indicate if the student meets specific state requirements see VDOE Student Data Upload (SDU) file requirements for the Writing and Non-Writing Test Administrations.

[S_VA_STU_X]SOA_Adjustment_Transfer_TF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload\

SRI Report

SRI Exclusion

AYP-Adjustment-A (Transfer from within division)

(Discontinued for 2018-2019)

Choose A if the student was enrolled in the division on or before Sept 30 of the school year and has been continuously enrolled in the same division after that date. The student must have transferred to another school with the same division anytime between the initial enrollment data and the date of testing.

Note: This field is discontinued for the 2018-2019 school year.

[S_VA_STU_X]SOL_AYP_A

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

AYP-Adjustment-B (Transfer from outside division in VA)

(Discontinued for 2018-2019)

Choose B if the student was enrolled in a Virginia public school on or before Sept 30 of the school year and has been continuously enrolled in a Virginia public school after that date. The student must have transferred between school divisions anytime between the initial enrollment date and the date of testing.

Note: This field is discontinued for the 2018-2019 school year.

[S_VA_STU_X]SOL_AYP_B

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

AYP Adjustment-C (Transfer from outside State)

(Discontinued for 2018-2019)

Choose Yes to extract a value of C if the student was not enrolled in a Virginia public school on or before September 30 of the school year and transferred into a Virginia public school between October 1 and up to the date of testing and/or has not been continuously enrolled in a Virginia public school throughout the school year up to the first date of testing.

Note: This field is discontinued for the 2018-2019 school year.

[S_VA_STU_X]SOL_AYP_C

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Recently Arrived EL (Student Classified as LEP and enrolled in U.S. schools less than 12 months)

Choose Yes for students who are classified as LEP and who have been enrolled in U.S. schools for less than 12 months. This includes LEP students who enrolled in a U.S. school on or after the first day of school.

[S_VA_STU_X]SOL_AYP_D

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

D-Code (Modified Standard Diploma)

Choose Y if the student is pursuing a Modified Standard Diploma and is classified as described in the Appendix B.

[S_VA_STU_X]SOL_D_Code_TF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Term Grad Non-Writing

Choose Y if the student is attempting to accrue sufficient verified credits to graduate before August 31.

[S_VA_STU_X]Term_Grad_Non_Writing_TF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Term Grad Writing

Choose Yes or No to indicate whether student is a term grad in the writing administration period.

[S_VA_STU_X]TermGradWriting

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Project Graduation

Choose Y for all Writing and Non-Writing SOL tests administered to current Project Graduation students.

[S_VA_STU_X]ProjectGraduation

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Local Use StudentEnter any local use date for this student.[S_VA_STU_X]SDU_Local_Use_Data9

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Creating SOL Test Assignments

State/Province – VA > SDU Data and Test ASGMT > SOL Test ASGMT > [New/Edit]

Test assigned to the student (Outside of class Enrollment)

School

Choose the school where the student earned this test score.

[S_VA_STU_TEST_C]SchoolId

11

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Term

Choose the term in which the test will be administered.

[S_VA_STU_TEST_C]TermId

Date

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Test Type

Choose the Test Type e.g. SOL, VAAP, etc.

[S_VA_Test_S]TestType

Varchar2 (10)

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Test Category

Choose the Category connected to the Test. Example: End-Of-Course Tests.

[S_VA_TEST_Category_S]Name

Unique name of test category

Varchar2 (100)

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Test

Choose the test that the student is assigned to.

[S_VA_STU_TEST_C]S_VA_TEST_SID (Foreign Key)

Number

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Local Course #

Enter the local course number that the student would have been enrolled into for this test if he/she had been attending the school at the time the test was assigned.

[S_VA_STU_TEST_C]localcoursenumber

11

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Recovery

Select if the student is classified as described in Appendix B.


[S_VA_STU_TEST_C]recovery

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Retest

Select if the student is classified as described in Appendix B.


[S_VA_STU_TEST_C]retest

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Project Graduation

Select all the Writing and Non-Writing SOL tests administered to current Project Graduation students.

[S_VA_STU_TEST_C]projectgraduation

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Paper Testing (If Applicable)

Select if this student needs paper tests.

[S_VA_STU_TEST_C]papertesting

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Group Name

This field may contain a teacher name and period number, block number or other common identifier.

[S_VA_STU_TEST_C]SDUGroupName

20

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Group Code

This field may contain a course number, section number, period number, or other identifier.

[S_VA_STU_TEST_C]SDUGroupCode

10

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Local Use Data Test

This field is available for optional use by the school division. Valid values are A-Z, 0-9, and blank.

[S_VA_STU_TEST_C]LocalUseDataTest

9

SOL Student Data Upload

SRI Report

SRI Exclusion

PNP Calculator required?Select Yes for students with disabilities that require the use of the Desmos Virginia calculator on test items of the Grades 6 or 7 Mathematics SOL computer adaptive tests (CAT) in which a calculator is not allowed.[S_VA_STU_TEST_C]PNPCalculator_Indicator1Student Registration Import - SRI Report
Session Name

Enter the name of the session.

Note: Commas cannot be entered into this field.

[S_VA_STU_TEST_C]AssessmentSession_Name30

SRI Report

SRI Exclusion

Parent RequestedSelect if the student test is requested by a parent or guardian.

[S_VA_STU_TEST_C]Parent_Req_TestTF

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

SRI Report

SRI Exclusion

Exclude from SRI Report

Select if this test record should be excluded from the SOL - SRI upload.

[S_VA_STU_TEST_C]excludefromsdu

1

SOL Student Data Upload

VAAP, VSEP Student Data Upload

Entering Student Legal Identifications

State/Province – VA > Legal Identifications

Legal Name (Last, First Middle)Enter the legal Last name, then the legal First and Middle names.

[StudentCoreFields]PSCore_Legal_Last_Name

[StudentCoreFields]PSCore_Legal_First_Name

[StudentCoreFields]PSCore_Legal_Middle_Name

100

SRI Exclusion

Enrollment Data

SuffixChoose the appropriate suffix from the drop down menu. If no suffix is applicable, choose Does Not Apply.[StudentCoreFields]PSCore_Legal_Suffix10
Gender

Choose the legal gender.

Valid values:

M - Male

F - Female

A - Other

[StudentCoreFields]PSCore_Legal_Gender10

SRI Exclusion

Enrollment Data

Updating CRDC Information

CRDC

See CRDC Student Setup (2020-2021) for information on Civil Rights Data Collection (CRDC).

Discontinued Fields

Discontinued

Note: The following fields are not required and are not extracted.

Session Name - Discontinued


Enter the name of the session.

Note: Commas cannot be entered into this field.

[S_VA_STU_X]Session_Name30N/A
Non-Public School PupilChoose Yes or No to indicate if the student is a non-public school pupil.[S_VA_STU_X]Non_Public_School_TF1N/A
DisabledChoose Yes or No to indicate if the student is disabled.[S_VA_STU_X]Disabled_TF1N/A
RefugeeChoose Yes or No to indicate if the student is a refugee.[S_VA_STU_X]Refugee_TF1N/A
First Year in 9th GradeChoose the code for the student's first year in 9th grade status.[S_VA_STU_X]First_Year_9th_Grade_Code1N/A
Multiple Years in Grade 12Choose Yes or No to indicate if the student has multiple years in grade 12.[S_VA_STU_X]Multiple_Years_Grade_12_TF1N/A
Supplemental Education Services Provider Number EnglishEnter the English Supplemental Education Services Provider Number.[S_VA_STU_X] Supp_Ed_Serv_Provider_Num_Eng5N/A

Supplemental Education Services Provider Number Math

Enter the Math Supplemental Education Services Provider Number.[S_VA_STU_X] Supp_Ed_Serv_Provider_Num_Math5N/A
Approved Special Education Regional Program or State Operated Programs or Institutions PupilChoose Yes or No to indicate if the student is in an approved Special Education Regional Program or a state operated program, or is an Institutions Pupil.[S_VA_STU_X]Approved_SPED_Reg_Prog_TF1N/A
Approved Private Special Education Schools PupilChoose Yes or No to indicate if the student is an approved private special education schools pupil.[S_VA_STU_X] Approv_Private_SPED_Schools_TF1N/A
Enrolled in Alternative ProgramChoose Yes or No to indicate if the student is enrolled in an alternative program.[S_VA_STU_X]Enrolled_Alternative_Prog_TF1N/A
LEP Status Code

Choose the student's LEP status code.

[S_VA_STU_X]LEP_Code1N/A
LEP Proficiency CodeChoose the student's LEP proficiency code.[S_VA_STU_X]LEP_Proficiency_Code 1N/A
Foster Care FlagThis field has been moved to the General tab for data collection starting with the 2016-17 School Year.N/AN/AN/A
Projected LEP State CodeChoose the projected LEP state code.[S_VA_STU_X]Projected_LEP_State_Code2N/A
Summer DropoutChoose Yes or No to indicate if the student is a summer dropout.[S_VA_STU_X]Summer_Drop_TF1N/A
LEP State CodeChoose the LEP state code.[S_VA_STU_X]LEP_State_Code2N/A
CTE Tech Prep Completer

Choose Yes or No to indicate the student's CTE Tech Prep Completer status.

[S_VA_STU_X]CTE_Tech_TF1N/A
Current CTE CourseChoose Yes or No to indicate if the student is currently enrolled in a CTE course.[S_VA_STU_X]CTE_Course_TF1N/A
Supplemental Education Services Status CodeChoose the student's supplemental education service status code.[S_VA_STU_X]Suppl_Ed_Serv_Status_Code1N/A
CTE Completer Program CodeEnter the CTE Completer Program code.[S_VA_STU_X]CTE_Completer5N/A
CTE Dual EnrollmentChoose Yes or No to indicate if the student's CTE Dual Enrollment status.


[S_VA_STU_X]CTE_Dual_TF1N/A
Dual EnrollmentChoose Yes or No to indicate if the student's Dual Enrollment status.[S_VA_STU_X]Dual_Enrollment_TF1N/A
Distance Learning FlagChoose Yes or No to indicate if the student is a distance learner.[S_VA_STU_X]Distance_Learning_Flag_TF1N/A
Local Provider IDEnter the local provider ID.[S_VA_STU_X]Provider_Id20N/A
Provider NameEnter the provider name.[S_VA_STU_X]Provider_Name 50N/A
Provider DescriptionChoose the provider description.[S_VA_STU_X]Provider_Description_Code2N/A
Tech PrepChoose Yes or No to indicate if the student is in tech prep.[S_VA_STU_X]Tech_Prep_TF1N/A
Truancy Conference

Choose Yes or No to indicate if a truancy conference was scheduled with parents/guardians when the student has 6 or more unexcused absences.

[S_VA_STU_X]Truancy_Conference_TF1N/A
Neglected/Delinquent Code (Discontinued 2017-2018)Choose the Neglected/Delinquent Code value for the student, if applicable.[S_VA_STU_X]Neglected_Delinquent_Code1N/A
Title I/Targeted Assistance Services (TAS) (Discontinued 2017-2018)Select the correct value for Title1/Targeted Assistance Services. These are not the same values as the values for the Title 1 on the Student Record Collection. This field must be populated for the SOL Student Data Upload.Valid Values:
  • 1 - Reading
  • 2 - Math
  • 3 - Reading & Math
  • 4 - Science
[S_VA_STU_X]Title1TAS 1N/A
ELL Test Tier (Discontinued 2017-2018)Choose the tier that the student completed if they participated in WIDA® ACCESS for ELLs® testing in spring 2010. This information is available on the ACCESS for ELLs® score reports.[S_VA_STU_X]ELL_Test_Tier1 N/A
ELL Literacy Proficiency Level (Discontinued 2017-2018)Enter the student’s literacy score if they participated in WIDA® ACCESS for ELLs® testing in spring 2010. This score contains a decimal value as shown on the ACCESS for ELLs® score reports; however, you must remove the decimal when entering the number in this field. The possible range of values is 10 to 60.[S_VA_STU_X]ELL_Literacy_Score2N/A
RP-Code (Regional Program and taking SOL) (Discontinued 2017-2018)

Choose Yes for any student who is enrolled in a course that requires an SOL assessment AND who has been enrolled in a Regional Alternative Education Project.

[S_VA_STU_X]Regional_Prog_Taking_SOL_TF1N/A
SOL Disability Status-Section 2 (leave blank)Leave this field blank.[S_VA_STU_X]Disability_Status_Section_2_TF1N/A
Takes VAAP, VSEP testSelect if the student takes the VAAP, or VSEP test.[S_VA_STU_X]SOL_VP_VA_Test_TF1N/A
Fall Writing
[S_VA_STU_X]SOL_Fall_Writing_TF1N/A
Fall Non-Writing
[S_VA_STU_X]SOL_Fall_NonWriting300N/A
Summer Writing
[S_VA_STU_X]Summer_Writing_TF1N/A
Summer Non-Writing
[S_VA_STU_X]SOL_Sum_NonWriting5N/A
MigrantChoose Yes or No to indicate if the student is a migrant.[S_VA_STU_X]Migrant_TF1N/A
HomelessChoose Yes or No to indicate if the student is homeless.[S_VA_STU_X]Homeless_TF1N/A
Neglected/DelinquentChoose Yes or No to indicate if the student is neglected or delinquent.[S_VA_STU_X]Neglected_Delinquent_TF1N/A

Creating and Updating an Academic Plan

Academic Plan

Note: Academic Plan setup must be completed in District Setup prior to assigning the academic plan to students.

Academic Plan

Choose the appropriate academic plan for the student.

Note: After you choose an Academic Plan, you can use the New button in the grid to select and add individual courses or the Override button to replace an Academic Plan course with a course from the student's schedule (see Overriding a Course in an Academic Plan).

[S_ACP_S]Name80Academic Plan

Primary

[Available only on the Add Academic Plan page and not on the Edit page]

Select to indicate if this academic plan is the student's primary academic plan.


[S_STU_ACP_S]Primary_TF1Academic Plan
Plan Initiation DateEnter the date the plan was initiated.

[S_VA_STU_ACP_X]Plan_Start_Date

10Academic Plan
Last Plan Review Date

Enter the date the plan was last reviewed.

Click View Historical Data to view all plan review dates.

Note: If no review date is set, the View Historical Data page displays a message of 'No Review Date Entered' for the academic plan.

[S_VA_STU_ACP_X]Plan_Review_Date10Academic Plan
Course Color LegendExplains the color of the text for each course in the grid below.N/AN/AN/A

Auto Load Course Data

New

To list all current and previous courses the student has completed for the Academic Plan, click Auto Load Course Data.

To add a single course, click New

[S_ACP_S]ACP_Load_Count


1Academic Plan
Diploma Recognition

Select the student's diploma recognition.

Valid Values:

  • Blank
  • Early College Scholars
  • Governor's Medallions
[S_VA_STU_ACP_X]Diploma_Recognition3Academic Plan
Post Secondary Goal

Select the student's secondary school plan.

Valid Values:

  • Blank
  • 4-Year College/University
  • 2-Year Community College/Technical Program
[S_VA_STU_ACP_X] PostSecondary_Goal6Academic Plan
Post Secondary Goal OtherEnter any additional details pertaining to the student's secondary school goal(s).[S_VA_STU_ACP_X] PostSecondary_Goal_Other50Academic Plan
Workplace Readiness Skills for the Commonwealth AssessmentSelect to indicate if the student has workplace readiness skills.[S_VA_STU_ACP_X]Workplace_Readiness1Academic Plan
Career Readiness Certificate (CRC)Select to indicate if the student has a career readiness certificate.[S_VA_STU_ACP_X]Career_Readiness1Academic Plan
ASVAB

Select a value to indicate if the student has completed the Armed Services Vocational Aptitude Battery (ASVAB).

Valid Values:

  • Blank
  • Yes
  • No
[S_VA_STU_ACP_X] Armed_Services_Apt3Academic Plan
Score

Select the Student's ASVAB Score.

Valid Values:

  • AFQT I : 93-99
  • AFQT II: 65-92
  • AFQT IIA: 50-64
  • AFQT IIIB: 31-49
  • AFQT IVA: 21-30
  • IVB: 16-20
  • IVC: 10-15
  • V: 1-9

[S_VA_STU_ACP_X] Armed_Services_Apt_Score

8Academic Plan

Overriding a Course in an Academic Plan

Click the Override button to replace an Academic Plan course with a course in the student's schedule.For detailed steps, see Academic Planner Setup.

Subject Area

Choose the subject area for the course that will override the current Academic Plan course.

[S_SUBAREA_ACP_C]Name50Academic Plan
Course

Enter the first few letters of the course that is to override the current Academic Plan course, and then click the course to select it.

[CC]Course_Number

[StoredGrades]Course_Number

40Academic Plan

Defining Attendance Information

Attendance

Attendance

Verify that attendance data is entered for the student.

[Attendance]StudentID

[Attendance]Att_Date

N/A

Student Record Collection

Principal’s Report to Superintendent

Student Attendance Summary

Entering Historical Grade Records

Historical Grades > Single New Entry/ Multiple Entries

School Name

Enter or verify name of the school where the student was enrolled in this course.

[StoredGrades]SchoolName

N/A


School year (Term)

Enter or verify the school year associated with this grade record. This value is used to calculate the Year of Enrollment.

[StoredGrades]TermID

N/A

Transcript Report (legacy version)

VA State Transcript-PDF

Store code

Enter or verify the term in which the student was enrolled in this course.

[StoredGrades]StoreCode

N/A

Export Historical Grades

VA State Transcript-PDF

Hist. grade level

Enter the grade level.

[StoredGrades]Grade_Level

N/A

Export Historical Grades

VA State Transcript-PDF

Course Number

Enter the course number.

[StoredGrades]Course_Number

Max 11

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Course Name

Enter the course name.

[StoredGrades]Course_Name

N/A

Export Historical Grades

VA State Transcript-PDF

Grade

Enter the grade the student earned in this course.

[StoredGrades]Grade

N/A

Transcript Report(legacy version)

Master Schedule Collection

Export Historical Grades

VA State Transcript-PDF

GPA Points

Enter the number of points assigned to this grade, if it is included in the GPA calculation. Grades can be excluded from the GPA on this page, as well as at the section and course level.

[StoredGrades]GPA_Points

1

VA State Transcript-PDF


Percent

Enter the percentage the student earned in this course.

[StoredGrades]Percent

N/A

N/A

Earned Credit Hours

Enter the number of credit hours the student earned for this course, if the student received a passing grade.

[StoredGrades]EarnedCreditHrs

N/A

Transcript Report (legacy version)

VA State Transcript-PDF

Export Historical Grades

Potential Credit Hours

Enter the maximum number of credit hours a student may earn for this course, if the student receives a passing grade.

[StoredGrades]PotentialCrHrs

N/A


Verified Credit Earned

Enter the verified credits earned by the student for this course.

[S_VA_SGR_X]Verified_Credit

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Substitute Credit Course

Choose Yes if this course is a substitute credit course.

[S_VA_SGR_X]Substitute_Credit_TF

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

50 Percent Course Enrollment Override

Choose Yes to override the 50 Percent Course Enrollment calculation.

Valid values:

  • blank (deafult)
  • Yes
  • No
[S_VA_SGR_X]Enroll50Percent_Override1EOY MSC

Distance Learning Course

Choose Yes if this is a distance-learning course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]Distance_Learning

1

Transcript Report (legacy version)

Export Historical Grades

Dual Enrollment Course

Choose Yes if this is a dual enrollment course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]DualEnrollment

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Advanced Placement Course

Choose Yes if this is an advanced placement course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]Advanced_Placement

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Accelerated Course

Choose Yes if this is an accelerated course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]Accelerated

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Honors Course

Choose Yes if this is an honors course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]Honors

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

International Baccalaureate Course

Choose Yes if this is an International Baccalaureate course. If a value is not selected here, then the value from the course level is reported.

[S_VA_SGR_X]Baccalaureate

1

Transcript Report (legacy version)

Export Historical Grades

VA State Transcript-PDF

Alternate School ID

Enter the ID of the school where this course was completed, if outside the school district.

[S_VA_SGR_X]Alternate_School_ID

N/A

Export Historical Grades

VA State Transcript-PDF

Alternate Course ID

Enter the ID of the course, if completed outside the school district.

[S_VA_SGR_X]Alternate_Course_ID

N/A

Export Historical Grades

VA State Transcript-PDF

Commonwealth College Course Collaborative

Set of approved courses taken in high school that fully transfer as core requirements and dree credits at Virginia Colleges and Universities.

[S_VA_SGR_X] ComCollegeCrsCollabInd


VA State Transcript-PDF

Summer Course

Selecting Yes (1) will extract a code on the transcript to indicate that the class was taken during summer school.

[S_VA_SGR.X]SummerInd


VA State Transcript-PDF

Editing Student Test Results

Test Results > [Select Test]

Highest Scoring Test ResultsChoose Yes or No to indicate if this is the highest score for the test category. If Yes is chosen, this test result displays first in the test category on the Test Results page.[S_VA_STT_X]Highest_Test_Result1

Creating Discipline Log Entries

Log Entries

To display the fields required for the Discipline, Crime, and Violence extract, choose Discipline as the Log Type.

The following fields are required if the Incident ID is not blank: Primary Offense Code, Sanction Code, and Time Incident Took Place. You cannot submit the page without entering data in these fields.

Date & Time

Enter the date and time that the incident occurred.

[Log]Date_&_Time

N/A

N/A

Author

This field defaults to the name of the person logged into PowerSchool when creating the incident record.

[Log]Author

N/A

N/A

Log Type

The log type must be set up via Start Page > District Setup > Log Types.

[Log]Log_Type

N/A

N/A

Virginia State Information (No longer included in State Reporting)

Enrolled Division

Enter the division number for the school division where the student is officially enrolled.

Note: Click the Codes link to view a list of state-assigned division names and numbers.

[S_VA_LOG_X]Enrolled_Division

Or

[prefs]district_number

3

Discipline, Crime and Violence

Enrolled School

Enter the school number for the school where the student is officially enrolled.

Note: Click the Codes link to view state-assigned school numbers and their names.

[S_VA_LOG_X]Enrolled_School

Or

[schools]alternate_schoolid

Or

[Log]schoolid

4

Discipline, Crime and Violence

Incident Division

Enter the division number for the school division where the incident occurred.

Note: Click the Codes link to view state-assigned division numbers and their names.

[S_VA_LOG_X]Incident_Division

Or

[prefs]district_number

N/A

Discipline, Crime and Violence

Incident School

Enter the school number for the school where the incident occurred.

Note: Click the Codes link to view state-assigned school numbers and their names.

[S_VA_LOG_X]Incident_School

Or

[schools]alternate_schoolID

Or

[log]alternate_schoolID

N/A

Discipline, Crime and Violence

Incident Date

Enter the date the incident occurred.

Note: The date format is mm/dd/yyyy.

[S_VA_LOG_X]Incident_Date

10

N/A

Incident Number

Enter the unique code assigned by the school to this incident. Enter the same code for all students involved in a specific incident.

A discipline log record without an Incident Number is not included in the Crime and Violence report.

[S_VA_LOG_X]Incident_ID

10

N/A

Primary Offense Code

Enter the code that identifies the primary offense.

Note: Click the Codes link to view offense codes.

[S_VA_LOG_X]Primary_Offense_Code

3

N/A

Offense Code 2

Enter the code that identifies an additional offense.

Note: Click the Codes link to view offense codes.

[S_VA_LOG_X]Offense_Code2

3

N/A

Offense Code 3

Enter the code that identifies an additional offense.

Note: Click the Codes link to view offense codes.

[S_VA_LOG_X]Offense_Code3

3

N/A

# Firearms Confiscated

Enter the number of firearms confiscated, if applicable.

[S_VA_LOG_X] Num_Firearms_Confiscated

5

N/A

# Non-Firearms Confiscated

Enter the number of non-firearms confiscated, if applicable.

[S_VA_LOG_X] Num_Non_Firearms_Confiscated

5

N/A

Final Division/Sanction Code

Choose the code that identifies the discipline sanction for this incident.

[S_VA_LOG_X]Final_Sanction_Code

1

N/A

# Days Suspended

Enter the number of days the student was suspended or expelled for this incident.

[S_VA_LOG_X]Days_Suspended

3

N/A

# Victims

Enter the number of victims involved in this incident, if applicable.

[S_VA_LOG_X]Num_Victims

2

N/A

Alternative Placement

Choose Yes if the student was placed in an alternative education program as a consequence of the incident. The default is No.

[S_VA_LOG_X] Alternative_Placement_TF

1

N/A

Permanent Expulsion

Choose Yes if the student was permanently expelled from the school or expelled for 365 days as a consequence of the incident. The default is No.

[S_VA_LOG_X] Permanent_Expulsion_TF

1

N/A

Time Incident Took Place

Choose the code that identifies the time of day that the incident took place.

[S_VA_LOG_X]Incident_Time_Code

2

N/A

Reported To Law Enforcement

Choose Yes if this incident was reported to law enforcement personnel. The default is No; however, if any law enforcement Primary Offense Code is selected, the field defaults to Yes.

[S_VA_LOG_X] Reported_To_Law_Enforcement_TF

1

N/A

Law Enforcement Charges FiledChoose Yes if law enforcement charges were filed. The default is No.[S_VA_LOG_X]Law_Enf_Charged_YN1N/A
Providing Educational ServicesChoose Yes if provided a means of obtaining coursework. The default is No.[S_VA_LOG_X]Providing_Edu_Serv1N/A
Aggravating CircumstancesChoose Yes if there are aggravating circumstances associated with this discipline log entry.[VA_LOG_X]Aggravating_Circumstances1N/A
Seclusion Required: (Used for Private Schools for Disabled)

If the student is in a private school for students with disabilities, enter the total number of times the student was put into seclusion.

[VA_LOG_X]StuSeclusion1N/A
Restraint Required: (Used for Private Schools for Disabled)If the student is in a private school for students with disabilities, enter the total number of times the student was restrained[VA_LOG_X]StuRestraint1N/A

Updating Information for All Enrollments

All Enrollments > Edit Enrollment Record

Course

The course and section number appear.

[CC]Course_Number

[CC]Section_Number

N/A

Transcript Report (legacy version)

Enroll Date

Enter the date the student enrolled in the course.

[CC]DateEnrolled

N/A

Master Schedule Collection

Transcript Report (legacy version)

Exit Date

Enter the last day the student was enrolled in the course.

[CC]DateLeft

N/A

Master Schedule Collection

Transcript Report (legacy version)

Dual Enrollment

Use as an override to what is set at the section or course level for this class

[S_VA_CC_X]DualEnrollment

N/A

Master Schedule Collection


Worked Based Learning Code (All Courses)

Choose the work-based learning code.

Work-based learning is defined as a coordinated, coherent sequence of career-development experiences, based on instructional preparation, related to students’ career interests or goals.

[S_VA_CC_X] Worked_Based_Learning_Code

2

Master Schedule Collection

Governor’s Academy Code


[S_VA_CC_X]Governors_Academy_Code



PK Experience Code

Choose a value to indicate a PK (pre-kindergarten) experience for PK and kindergarten students.

[S_VA_STU_X]PK_Experience_Code

2

Student Record Collection

PK Weekly Time Code

Choose a value to indicate the average amount of time the student spends each week in the program specified by the PK Experience Code.

[S_VA_STU_X]PK_Weekly_Time_Code

2

Student Record Collection

Language Instruction Education Program TypeChoose the language instruction education program type .

[S_VA_STU_X]Lang_Instr_Edu_Prg_Type

[S_VA_REN_X]Lang_Instr_Edu_Prg_Type

20Student Record Collection

Editing Current and Previous Enrollments

Transfer Info > Edit Current/Previous Enrollment

Entry Date

Enter the entry date for the school enrollment.

Note: The date is the first day of school enrollment.

[Students]EntryDate


6-10

Student Record Collection

Master Schedule Collection

Principal’s Report to Superintendent

Transcript Report (legacy version)Discipline, Crime, and Violence Verification

Student Attendance Summary e

Entry Code

Choose the entry code for the school enrollment.

Note: You must choose an entry code for all school enrollments.

[Students]EntryCode


4

Student Record Collection

Master Schedule Collection

Principal’s Report to Superintendent

Exit Date

Enter the exit date for the school enrollment.

Note: The date is the day after the last day of school enrollment.

[Students]ExitDate

6-10

Student Record Collection

Principal’s Report to Superintendent

Transcript Report (legacy version)Discipline, Crime, and Violence Verification

Student Attendance Summary e

Exit Code

Choose the exit code for the school enrollment.

Note: You must choose an exit code for school enrollments where the exit date is in the past.

[Students]ExitCode


4

Student Record Collection

Principal’s Report to Superintendent

Grade Level

Choose the grade level for the school enrollment.

[Students]Grade_Level

N/A

Crime, Discipline, and Violence

Student Record Collection

SOL Writing and Non-Writing Student Data Upload

Verified Credits

Principal’s Report to Superintendent

Transcript Report (legacy version)Student Record Collection Verification

Discipline, Crime, and Violence Verification

Student Attendance Summary

SRI Report

SRI Exclusion

District of Residence

Choose the district of residence for the school enrollment.

[Students]DistrictOfResidence


Max 20

Student Record Collection

Virginia State Information

Exclude this enrollment from State Reporting

Select to exclude this enrollment from State Reporting.[S_VA_REN_X]ExcludeEnrollment1Student Record Collection

SRC Active Status Code

Use as an override to the calculated active status code in the SRC report.

[S_VA_STU_X]SRC_Active_Status

Max 1

Student Record Collection

MembershipShare



Percent Apportionment (For Principles Report)



Student participated in a multi-divisional online provider (MOP) program

Choose Yes or No to indicate if the student participated in a multi-divisional online provider (MOP) program.

[S_VA_STU_X]MOP_Flag

1

Student Record Collection

MOP Number of Classes

Enter the number of MOP classes the student enrolled in this school year.

[S_VA_STU_X]MOP_Number_Classes


Student Record Collection

MOP Resident Division Code

Enter the resident division code for the MOP program.

[S_VA_STU_X]MOP_Resident_Division


Student Record Collection

VA Grade Level Code

Choose the appropriate state-assigned grade level, if applicable.

Valid values:

  • PK - PreKindergarten
  • JK - Junior Kindergarten
  • KG - Kindergarten
  • PG - Post Graduate
  • TT - Test Taker

[S_VA_STU_X]Grade_Level_Code


2

Crime, Discipline, and Violence

Student Record Collection

SOL Writing and Non-Writing Student Data Upload

Principal’s Report to Superintendent

SRI Report

SRI Exclusion

Responsible Division

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)

[S_VA_STU_X]Responsible_Division or

[Prefs]value where
[Prefs]name=DistrictNumber

3

Student Record Collection

Responsible School

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

[Students]SchoolID

[Schools]School_Number

4

Student Record Collection

Enrollment Data

Serving Division

Three-digit state-assigned Division 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]Responsible_Division

3

Student Record Collection

Serving School

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

[Schools]Alternate_School_Number

4

Student Record Collection

GED Program Code

Choose a code that 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


1

Student Record Collection

Fall, Spring, EOY, Summer

Graduate/Other Completer Code

Choose a code that identifies the type of graduation diploma or completion document that the student received.

[S_VA_STU_X]Grad_Completer_Code


2

Student Record Collection

Fall, Spring, EOY, Summer

Diploma Seal

Choose a value to indicate any or all diploma seals earned by a graduate.

Click the Codes link to view a list of valid state codes.

[S_VA_STU_X]Diploma_Seal

[S_VA_REN_X]Diploma_Seal

5

Student Record Collection

Fall, Spring, EOY, Summer

Title 1 Code

Choose a code that indicates type of program funded by Title I if the student attends a Target Assisted school, i.e. reading, math, reading and math.

Note: This data is also displayed on the State Province-VA > General Tab and can be modified for the student’s current enrollment on that page.

[S_VA_STU_X]Title_1_Code

2

Student Record Collection

Fall, Spring, EOY,EIMS

W8 Reason Code

(Dropout Reason)

Select a code associated with W880 to identify the reason the student discontinued school.

Required for all W880s.

Must be a valid W8 Reason Code.

Note: The Drop out reason code can be applied to the student when transferring out of the school on the Functions > Transfer out of school page.

The data for the field can be modified on the student Transfer Info page and the Previous enrollment student page.

The W8 Reason Code is now a display only field on the State Province –VA > General Tab.

[S_VA_STU_X]W8_Dropout_Reason



2

Student Record Collection

Fall, Spring, EOY

Military Connected Student Code

The student's military connection.

[S_VA_STU_X]Military_Connected2

SRI Report

SRI Exclusion

PK Funding Source

The source of funding for the student's PK program.

[S_VA_STU_X]PK_Funding_Source2
PK Experience CodeThe code that indicates the student's PK (pre-kindergarten) experience.

[S_VA_STU_X]PK_Experience_Code

2

Student Record Collection

PK Weekly Time Code

Indicates the average amount of time the student spends each week in the program specified by the PK Experience Code.

[S_VA_STU_X]PK_Weekly_Time_Code

2

Student Record Collection

Language Instruction Education Program TypeThe student's language instruction education program type .

[S_VA_STU_X]Lang_Instr_Edu_Prg_Type

[S_VA_REN_X]Lang_Instr_Edu_Prg_Type

20Student Record Collection
Full Time Virtual Program Code

Choose the Full Time Virtual Program Code for the student, if applicable.

Valid values:

  • Participates from home, not homebound, not homebased (1)
  • Participates from home while on homebound education (2)
  • Participates from home during a homebased expulsion or long-terms suspension (3)
  • Participates from home during a homebased short-term suspension (4)
  • Participates from a public school facility (5)
  • Participates from a private school facility (6)
  • Participates from another location (7)
  • Participates in the full time Virtual Virginia program (8)
[S_VA_REN_X]Full_Time_Virtual_Progcode1Student Record Collection
Parental Remote Learning Decision

Choose the applicable option.

Valid values:

  • Yes (Y)
  • No (N)
[S_VA_REN_X]Parent_RemLearnDecision1Student Record Collection

Defining Special Education Information

Transfer Info > Edit Current/Previous Enrollment > Special Education Information

Tuition Paid Code

Choose the tuition paid code. This code indicates the 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

Blank or valid state assigned code

If not blank, Responsible Division cannot equal Serving Division.

Only tuition codes 5, 9, 10, 11, 12, or 18 can be used when the Active Code is V

[S_VA_STU_X]Tuition_Paid_Code

[S_VA_REN_X]Tuition_Paid_Code


2

Student Record Collection

Fall, Spring, EOY, Summer, Dec 1

Primary Disability

Choose the student's primary disability. This field contains a code that 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. Must be blank or a valid state assigned code.

Required if Serving Division Code = 600

Cannot be blank for Dec 1 Child Count

If Primary Disability Code = 16 (Developmental Delay), then student's age must be < 7 as of Dec 1.

2 (Severe Disability) is no longer a valid code as of 2012-2013.

[S_VA_STU_X]Primary_Disability_Code

[S_VA_REN_X]Primary_Disability_Code

11

Student Record Collection

Fall, Spring, EOY, Summer, EIMS, Dec 1

SRI Report

SRI Exclusion

Special Ed Regional Tuition Reimbursement Disability Code

Choose the special education regional reimbursement disability code. This code identifies the disability for which Regional Tuition Reimbursement is being claimed.

[S_VA_STU_X] SPED_Regional_TuitReim_Dis_CD

[S_VA_REN_X] SPED_Regional_TuitReim_Dis_CD


Student Record Collection

Spring, EOY, Dec 1

First Semester Special Ed Regional Tuition Reimbursement

Enter 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

[S_VA_REN_X] SPED_Regional_TuitReimFrstSem


Student Record Collection- Spring Submission

Second Semester Special Ed Regional Tuition Reimbursement

Enter 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

[S_VA_REN_X] SPED_Regional_TuitReimSecSem


Student Record Collection - EOY

Summer Semester Special Ed Regional Tuition Reimbursement

Enter 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

[S_VA_REN_X]SPED_Regional_TuitReimSumSem


Student Record Collection – Dec 1

Early Intervening Services Flag (IDEA Part B)Choose Yes or No to indicate whether the student received CEIS or CCEIS services at any time during the school year.

[S_VA_STU_X]Early_Int_Serv

[S_VA_REN_X]Early_Int_Serv

1
Intensive Support Services Code

Enter the code that designates the program through which the student with Intensive Support Needs receives special education services, and which allows the student to be claimed for reimbursement funds.

[S_VA_STU_X]IntensiveSupport

[S_VA_REN_X]IntensiveSupport

2

Transfer Info > Edit Previous Enrollment > Special Education Information

The following fields are available only on the Previous Enrollment > Special Education Information page.

Special Ed Student Placement Code

Choose a code to identify the placement of the special education student.

[S_VA_REN_X]SPED_Placement_Code


Student Record Collection

Special Ed in Regular Early Childhood Setting

Identify if the student receives the majority of their special education and related services in the Regular Early Childhood Setting.

Y = Yes, student does receive the majority of their special education and related services in the Regular Early Childhood Setting.

N = No, student does not receive the majority of their special education and related services in the Regular Early Childhood Setting.

[S_VA_REN_X]SPED_Reg_Early_Child_Set


Student Record Collection

Time in Regular Early Childhood Setting

Identify if the student spends 10 or more hours a week in the Regular Early Childhood Setting.

Y = Yes, student spends 10 or more hours a week in the Regular Early Childhood Setting.

N = No, student does not spend 10 or more hours a week in the Regular Early Childhood Setting.

[S_VA_REN_X]SPED_TimeReg_Early_ChildSet


Student Record Collection

Parentally Placed Students

Identify if the student was parentally placed

Y = Yes, student was parentally placed.

N = No, student was not parentally placed.

[S_VA_REN_X] SPED_Parentally_Placed_Stu_TF


Student Record Collection

Special Ed Student Regular Class Percent

Enter the percent of the day that the special education student spends in the regular class.

[S_VA_REN_X] SPED_STU_REG_Class_Percent


Student Record Collection

Special Ed Secondary Disability Code

Identify the additional disability determined by the eligibility committee. This is not the classroom placement.

Cannot be the same as primary or third disability

[S_VA_REN_X] SPED_Secondary_Disability_Code


Student Record Collection

Special Ed Secondary Disability Service Percent of Day

Enter he percent of day that the student receives services for the secondary disability.

[S_VA_REN_X] SPED_Sec_DIS_SVC_Percent_Day


Student Record Collection

Special Ed Secondary Disability Serving Division

Enter the Serving Division of the Secondary Disability if required

[S_VA_REN_X]SPED_Secondary_Serv_Division


Student Record Collection

Special Ed Secondary Disability Serving School

Enter the Serving School of the Secondary Disability if required

[S_VA_REN_X]SPED_Secondary_Serv_School


Student Record Collection

Special Ed Third Disability Code

Choose a code to identify the additional disability determined by the eligibility committee. This is not the classroom placement.

[S_VA_REN_X]SPED_Third_Disability_Code


Student Record Collection

Special Ed Third Disability Service Percent of Day

Enter the percent of day that the student receives services for the third disability.

[S_VA_REN_X] SPED_Third_DIS_SVC_Percent_Day


Student Record Collection

Special Ed Third Disability Serving Division

Enter the Serving Division of the Third Disability if required

Required if Third Disability is not blank and not 15 (504)

[S_VA_REN_X]SPED_Third_Serv_Division


Student Record Collection

Special Ed Third Disability Serving School

Enter the Serving School of the Third Disability if required

Required if Third Disability is not blank and not 15 (504)

Total of the primary, secondary and third percent’s may not exceed 100

[S_VA_REN_X]SPED_Third_Serv_School


Student Record Collection

Spec Ed Weekly Time %

Enter 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_REN_X]SPED_Weekly_Time_Percent


Student Record Collection

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