VAAP, VSEP Student Registration Import Report

Select Schools*

If run at the district level, choose one of the following:

• Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report
• All Schools – Run the report for the entire district.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include*

Indicate which students to include in the report by selecting one of the following options:

• The selected [number] students only – Run the report for students in the current selection.

• All students – Run the report for all students in the current school or district that meet the selection criteria.

Report Start Date*

Report End Date*

Administration Type

Select from the pop-up menu the Test Administration Season for which the report is running for.

Note: The Test Administration Season selected has not effect on which records get extracted. The selection is used to determine the filename and Column 1 in the output file.

The year of the Test Administration (yyyy)*

Enter in the year of the Test Administration.

Include Teachers Fields (Columns 52-52)

Select Yes/No from the pop-up menu.

Column 9 value (If Group Name not defined at the Section Level)

If the Group Name is not defined at the section level, select a value from the pop-up menu.

Exclude TermIDs from the Report (comma separated list)

Enter in the TermID for the test enrollments that should not be extracted.

Include Previous School Enrollments

From the pop-up menu select No/Yes. If Yes is selected, then students with previous test enrollments will be included.

Show column Field Headers

Select Yes from the pop-up menu for validation purposes.

Scheduling

Select when to run the report.

1

Administration

This field must contain the code representing the administration for which the Student is being registered (e.g., wrtg1415 = Writing 2014-2015 or nwfall14 = Non-Writing Fall 2014).

Derived

N/A

N/A

2

Student Last Name

This field must contain the student’s last name.

[students]last_name

[StudentCoreFields]PSCore_Legal_Last_Name

String

1-25

3

Student First Name

This field must contain the student’s first name.

[students]first_name

[StudentCoreFields]PSCore_Legal_First_Name

String

1-15

4

Student Middle Name

The student’s middle initial is not a required field. The limit is 1 character.

[students]middle_name

[StudentCoreFields]PSCore_Legal_Middle_Name

String

1-20

5

Login ID

The student's TestNav login ID.

N/A

60

6

Division Code

This field must contain the three-digit division code assigned to your division by the state.

[prefs]value where [prefs]name=”districtnumber”

String

Variable

7

School Code

This field must contain the four-digit school code assigned to a particular school by the state.

[schools]alternate_school_number

[students]schoolId

String

Integer

Variable

N/A

8

Test Code

This field should contain a valid test code.

[S_VA_TEST_S]code

String

1-10

9

Group Name

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

[S_VA_STU_SECTESTEXCEP_C]SDUGroupName

[S_VA_SEC_X]SDUGroupName

String

1-20

10

Group Code

This optional field is available for use by divisions to further identify or track group information e.g., course number, section number, period number, or other identifier).

[S_VA_STU_SECTESTEXCEP_C]SDUGroupCode

[S_VA_SEC_X]SDUGroupCode

String

1-20

11

Date of Birth

This field must contain the student’s date of birth and must match the four other associated fields for the student within Pearson Assessment file including the student’s First and Last Name, Gender, and STI.

[students]dob

Date

N/A

12

Grade

This field contains the student’s grade level and must be one of the following values (leading zeros are required): 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, TT.

[S_VA_STU_X]State_Grade_Code

[students]grade_level

String

Integer

2

N/A

13

Gender

This field must contain the code representing the student’s gender.

[students]gender

String

1

14

State Testing Identifier (STI)

This field must contain the student’s STI.

[students]state_studentNumber

String

1-32

15

Ethnicity: Hispanic or Latino

This field must contain a Y if the student’s ethnicity is Hispanic or Latino or an N if the student’s ethnicity is Not Hispanic or Latino.

[students]fedethnicity

Integer

N/A

16

Race

This 2-character numeric field should contain a code representing the student’s race.

[S_VA_STU_X]Virginia_Ethnicity_Race_Code

String

2

This field contains an indicator of student’s military connectedness.

Valid values = 1, 2, 3, 4

[S_VA_STU_X]VA_MOPFlag

If a value is stored, report Y, or report N

21

Student Number

This field contains a locally assigned student number.

[students]student_number

Integer

N-Code/Economically Disadvantaged

This field should contain a Y if the student is classified as economically disadvantaged.

[S_VA_STU_X]Disadvantaged_TF

Integer

N/A

26

Disability Status

The disability status field must be used for any student who is identified as having a disability.

[S_VA_STU_X]Primary_Disability_Code

String

2

27

Filler

Not used for VAAP or VSEP.

N/A

N/A

N/A

28

Formerly EL

This field should be Y for students who met the English Language Proficiency (ELP) criteria.

[S_VA_STU_X]ESL_Code

Integer

N/A

29

X-Code-B

This field should be left blank unless authorized by VDOE.

N/A

N/A

N/A

30

X-Code-C

This field should be left blank unless authorized by VDOE.

N/A

N/A

N/A

31

X-Code-D

This field should be left blank unless authorized by VDOE.

N/A

N/A

N/A

32

SOA Adjustment-EL

This field should contain a value of Y if the student has not met the English Language Proficiency (ELP) criteria (See field 27 for additional details on ELP criteria) AND the student has been enrolled in a Virginia public school for less than 11 semesters. Students who are in membership for the majority of days in a semester are considered to have been enrolled for that semester.

[S_VA_STU_X]SOA_Adjustment_LEP_TF

Integer

N/A

33

Transfer

This field should contain a Y if the student meets any of the Transfer criteria- See SOL VAAP, VSEP SDU Requirements for further details on data elements.

[S_VA_STU_X]SOA_Adjustment_Transfer_TF

Integer

N/A

34

Recently Arrived EL

Student Classified as LEP and enrolled in U.S. schools less than 12 months. This field should be Recently Arrived EL 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 in the 2014-2015 school year.

[S_VA_STU_X]SOL_AYP_D

String

1

Online Testing

This indicates that the student requires a paper test. This field applies to the specific test being assigned in field 8 (Test Code).

[S_VA_STU_SECTestExcep_C]papertesting

Integer

N/A

The name of the test session. This field is only applicable if field 34 Online Testing is set to Y.

Valid values include: 0-9, A-Z, space, and special characters: - ‘ ( ) / \ & +

[S_VA_STU_Test_C]AssessmentSession_Name

and/or

[S_VA_STU_SECTestExcep_C] AssessmentSession_Name

and/or

[S_VA_CRS_CRSTestExcep_C] AssessmentSession_Name

39

Recovery

This field should contain a Y if the student is classified as described in Appendix A.

[S_VA_STU_SECTESTEXCEP_C]recovery

Integer

N/A

40

Filler

Not used for VAAP or VSEP.

N/A

N/A

N/A

41

SLIFE

This field displays a 'Y' if the student is classified as SLIFE (Students with Limited and/or interrupted Formal Education).

String

1

42

Filler

Not used for VAAP or VSEP.

N/A

N/A

N/A

43

Filler

Not used for VAAP or VSEP.

N/A

N/A

N/A

44

Filler

Not used for VAAP or VSEP.

N/A

N/A

N/A

45

Z-Code-D

This field should be left blank unless authorized by VDOE.

N/A

N/A

N/A

46

Z-Code-E

This field should be left blank unless authorized by VDOE.

N/A

N/A

N/A

48

Code VTLN

This optional field may be used to associate a valid Virginia Teacher Licensure Number (VTLN) with the specific SOL test record.

[Users]sif_stateprid

String

1-32

49

Code TLN

This optional field may be used with field 53 to associate a valid Teacher Last Name (TLN) with a specific SOL test record.

[Users]last_name

String

1-20

50

Code TFN

This optional field may be used with field 53 to associate a valid Teacher First Name (TFN) with a specific SOL test record.

[Users]first_name

String

1-20

52

End of Record

This field must contain a Y at the end of a student record.

N/A

N/A

N/A