Tool Search: OH Extracts
The Ohio Student Course (GN) extract reports a separate record for each course a student is enrolled in during the Reporting Period selected. Multiple records can report for a student who has four or more subjects. This extract fulfills a state requirement for reporting data on all K-12 student courses during each reporting period.
Preschool courses are considered self-containing courses and do report a separate course record.
Image 1: Ohio Extract
Report Logic
| # | Requirement |
|---|---|
| R1 | Reports a record for each section a student is schedule in that falls within the Date Range entered on the extract editor. |
| R1.BR1 | Exception Do not include courses that contain a CourseEndDate that is prior to the CourseStartDate. |
| R1.BR2 | Exception, When a student switches grade levels mid-year, records should report without a grade level match and should not be grouped by grade level. |
| R2 | Ensure State Excludes Are Working
|
| R3 | Do not include sections with a course State Code = NULL |
| R4 | When transcripts edits are made, records can report without a school number match
|
Local Classroom Code Field Logic
The Local Classroom Code is defined by the school district. This number must match between the Student Course and the Course Master. If a coding system does not exist at the building or district, the school district needs to create a unique number that identifies each classroom. If a classroom is eliminated during the school year, no other classroom should use this classroom's unique identifier for the February Reporting Periods.
New Local Classroom Codes may be reported during the February and Staff/Course Reporting periods to identify classes added after the October reporting period. Local Classroom codes may be changed for succeeding school years.
Generating the Extract
- Select the Student Course (GN) Extract type.
- Select the Reporting Period.
- Enter a Date Range to limit records reported to those that fall on or within the dates entered.
- Select which calendar(s) to include within the extract.
- Select the extract Format. For submission to the state, select the State Format (Fixed width) option. To review data prior to state submission, use any of the other available Format options.
- Do not select an Ad hoc Filter. Although this field appears available, Ad hoc reporting functionality has not been implemented for the Student Course (GN) extract.
- Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate. If generating multiple extracts at a time (after Campus.1921), requests can only be submitted to the Batch Queue.
Users have the option of submitting a Student Course report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process will allow larger reports to generate in the background, without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article.
Extract Layout
Element Name | Description & Format | Campus Location |
|---|---|---|
Filler1 | 7 characters |
|
Filler2 | 1 character |
|
Sort Type | Always reports GN for the Student Course Record. Alphanumeric 2 characters | N/A |
Filler3 | 1 character |
|
Fiscal Year | The fiscal year determined by the end year of the reported school year (i.e., 2009 for the 2008-2009 school year). YYYY, 4 characters | System Administration > Calendar > School Year > End Year Not dynamically stored. |
Reporting Period | The reporting period in which data is being pulled from. Alphanumeric 1 character | OH State Reporting > OH Extracts > Reporting Period Not dynamically stored. |
District IRN | The state assigned six-digit information retrieval number (IRN) of the building.
Alphanumeric 6 characters | System Administration > Resources > District Information > State District Number District.districtID |
EMIS Student ID Number | The locally determined EMIS student ID. Alphanumeric 9 characters | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Local Classroom Code | The local classroom code. Reports the State School Number-Course Number-Section Number. Alphanumeric 20 characters | System Administration > Resources > School > School Editor > State School Number AND Scheduling > Courses > Course > Course Editor > Number AND Scheduling > Courses > Section > Section Editor > Section Number School.number; Course.number; Section.number |
Filler4 | 1 character |
|
High School Credit Earned | Indicates if a student earned high school for the course. Earned and attempted credits are summed for multiple transcript records.
Alphanumeric 1 character | Student Information > General > Transcript > Credit Earned, Attempted Calculated, not dynamically stored |
Filler5 |
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Filler6 | 1 characters |
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Partial/Override Credit Element | Indicates the amount of high school credit the student received for the course. If High School Credit Earned = P, report SUM of Credit Earned across ALL transcript records. Else report blank space. NOTE: The decimal point should not be included.
Prior roster records report 000. Alphanumeric 3 characters | Student Information > General > Transcript > Transcript Course Editor > Transcript Credit > Earned TranscriptCredit.creditsEarned |
Course Enrollment Start Date | Report the Roster Start Date. If null, report the Term Start Date of the FIRST Term in which the student was rostered. YYYYMMDD, 8 characters | Scheduling > Courses > Sections > Section Editor > Roster > Start Date OR Student Information > General > Enrollments > General Enrollment Information > Start Date Enrollment.startDate; Roster.startDate |
Course Enrollment End Date | Reports the roster end date. If null, field reports the Term End Date of the last term the student was included in a roster. YYYYMMDD 8 character | Scheduling > Courses > Sections > Section Editor > Roster > End Date OR Scheduling > Courses > Sections > Section Editor > Section Schedule Placement AND System Administration > Calendar > Calendar > Term > End Date Roster.endDate; Term.endDate; Calendar.endDate |
Filler13 | 140 characters |
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