The Comprehensive Education Data and Research System (CEDARS) is a longitudinal data system that allows the Washington Office of the Superintendent of Public Instruction (OSPI) to collect, store and report student, course, and teacher data. This data is used to make educational decisions and to determine whether schools and districts satisfy state and federal reporting requirements. A longitudinal data system is an information technology system capable of tracking student information over multiple years in multiple schools and districts.
There are 20 CEDARS files that must be submitted before the 15th of each month. All 16 CEDARS files are required in every submission, and more frequent submissions are recommended. Each file consists of data elements about students, staff, courses, or locations. All files are text tab-delimited and include headers.
CEDARS Files Naming Convention
The naming convention for each CEDARS file is as follows:
COUNTY-DISTRICT CODE_SCHOOL CODE_FileName_YYYYMMDD_SCHOOL YEAR.TXT
Example: File A submitted by District 12345 on January 16, 2019, appear as:
County-District Code: The five-digit county-district code, including leading zeroes where necessary.
School-Code: For district-level submissions, the school code must always be "0000". This section of the file name is reserved for special circumstances where an individual school may submit data separately from the district. In those rare instances, the four-digit OSPI school code is reflected. Contact OSPI Customer Support at 1-800-725-4311 or CustomerSupport@k12.wa.us for assistance.
File Name: File names as shown in the Data File Definitions Section of the CEDARS Manual from OSPI.
YYYYMMDD: The date of the extract. All files must have the same value for the date of extract.
School Year: An eight-digit code indicating the school year designation. The format is XXXXYYYY, where XXXX is the full year at the start of the school year, and YYYY is the full year at the end of the school year. For the 18-19 school year, the value is 20182019.
Submitting the CEDARS Zip File to OSPI
To submit the CEDARS .zip file, PowerSchool customers must obtain access to OSPI's Secure FTP Server. Contact OSPI Customer Support at 1-800-725-4311 or CustomerSupport@k12.wa.us for assistance and information on the SFTP process.
The CEDARS files are submitted to OSPI as a single zip file that contains all 20 data files, using the following naming convention:
The zip file is transmitted to OSPI in an encrypted format via Secure File Transfer Protocol (SFTP). Once the data reaches OSPI, it is validated and moved to the CEDARS data warehouse. Within the data warehouse, OSPI stores historical and current data. Exceptions are reported back to the district, where corrections to prior submissions are completed via resubmissions.
For help with report navigation and generation, see How to Find and Generate a Report.
Select which CEDARS subreports to run. All subreports are selected by default.
Select one of the following options:
|Current Selection Staff
Select which staff members to include in the report:
If you are running the report for a single staff member, or a group of staff members, select the staff members before running the report.
Current Selection Students
Select which students to include in the report:
If you are running the report for a single student, or a group of students, select the students before running the report.
|Present Attendance Codes to include
|Select the attendance codes to include in the report. To include all codes, leave all blank.
|Select the year for which to run the report.
Default Course Number for Imported Historical Grades With Blank Course Number
Enter the default course number for historical grades that do not have an assigned associated course.
This input is only used on the Historical Grades report.
Select Schedule to run the report on a specific date and time. The default selection is "Run Now."
The report outputs a zip file containing all of the CEDARS files, A through R.