Tool Search: ACCESS Extract
The ACCESS Extract collects demographic and enrollments information about students who are participating in an EL (English Learners) program.
ACCESS Extract Editor
Report Logic
A student is included on the report if:
- The student is actively enrolled as of the Effective Date entered on the Report Editor.
- The student has been issued a SID.
- The student is included in SID Management with an Active status.
- The student is EL or Exited EL with an Identified Date that is prior to the Effective Date entered on the report editors and there is no Exit Date or the Exit date is after the entered Effective Date.
- The student is not in Error, Unresolved, Sync or Conflict.
- The student has been submitted to State and Special Education Submissions without error.
Overlapping enrollments in the same calendar report 1 record per enrollment.
Enrollments that are end dated (consecutive enrollments) do not report.
Generate the ACCESS Extract
- Indicate what Grades should appear in the report.
- Enter an Effective Date in mmddyyyy format or by clicking the calendar icon and selecting a date. This date will limit the report to enrollments which are active on this date. The field defaults to the current date.
- Select the Format in which the report should generate. Options are State Format (Fixed Width), CSV and HTML. CSV and HTML formats are used for data review. For submission to the state, use State Format (Fixed Width).
- Select the Calendar(s) which will appear in the report.
- Click Generate Extract to generate the report in the indicated format.
ACCESS Extract - State Format (Fixed Width)
ACCESS Extract - CSV
ACCESS Extract - HTML
Report Layout
Element Name | Description | Location |
|---|---|---|
State Identification Number | A unique number assigned and maintained by the New Jersey Department of Education for each student. Numeric, 10 digits | Census > People > Demographics > State ID Person. stateID |
| District Name | Reports the student's attending district name. Alphanumeric, 18 characters | School & District Settings > District > District Information > Name District.name |
| District Number | Reports the student's attendance district number. Numeric, 4 digits | School & District Settings > District > District Information > State District Number District.number |
| School Name | Reports the student's attending school name. Alphanumeric, 18 characters | School & District Settings > Schools > School Information > Name School.name |
| School Number | Reports the student's attendance school number. Numeric, 3 digits | School & District Settings > Schools > School Information >Number School.number |
Last Name | The legal last name of the student. Alphanumeric, 40 characters | Census > People > Demographics > Last Name Identity. lastName |
First Name | The legal first name of the student. Alphanumeric, 35 characters | Census > People > Demographics > First Name Identity. firstName |
| Middle Initial | Reports the first letter of the student's middle name. Alphanumeric, 1 character | Census > People > Demographics > Middle Name Identity. middleName |
Date of Birth | The student's date of birth. Date field, 8 digits | Census > People > Demographics > Birth Date Identity. birthdate |
| Gender | Reports the student's gender. Alphabetic, 1 character M or F | Census > People > Demographics > Gender Identity.gender |
State Identification Number | A unique number assigned and maintained by the New Jersey Department of Education for each student. Numeric, 10 digits | Census > People > Demographics > State ID Person. stateID |
Local Identification Number | A unique number assigned and maintained by the local school district for each student. Numeric, 6 digits | Census > People > Demographics > Student Number Person. studentNumber |
| Grade Level | Reports the student's grade level of enrollment based on when the student was assessed. Alphanumeric, 2 characters | Student Information > General > Enrollment > General Enrollment Information > Grade Enrollment.grade |
| Ethnicity | Reports the ethnic category which most clearly reflects the student's recognition of his or her community or with which the student identifies. Reports Y when H: Hispanic/Latino is marked; otherwise, reports N. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > Is individual Hispanic/Latino? Identity. hispanicEthnicity Identity. raceEthnicity |
| Race American Indian | Indicates the student is considered American Indian or Alaska Native. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > American Indian or Alaska Native Identity. raceEthnicity |
| Race Asian | Indicates the student is considered Asian. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > Asian Identity. raceEthnicity |
| Race Black | Indicates the student is considered Black of African American. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > Black or African American Identity. raceEthnicity |
| Race Pacific | Indicates the student is considered Native Hawaiian or Pacific Islander. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > Native Hawaiian or Pacific Islander Identity. raceEthnicity |
| Race White | Indicates the student is considered White or Caucasian. Alphabetic, 1 character | Census > People > Demographics > Race/Ethnicity > White Identity. raceEthnicity |
| Home Language | Reports the student's home primary language. Alphabetic, 1 character | Census > People > Demographics > Home Primary Language |
| First Entry Date into a US School | Reports the month, day and year of the student's initial enrollment into a United States school. Date field, 8 digits YYYYMMDD | Student Information > General > Enrollments > State Reporting Fields > District Entry Date Enrollment.district EntryDate |
| Length of Time in ELL Program | Represents the total amount of time (in years) how long the student has been in a bilingual or ESOL Program. The value always rounds down. A Kindergarten student reports as 00; a student in a program for one year and 10 months reports as 01, a student in a program for two years and 10 months reports as 02. Numeric, 2 digits | Student Information > General > Programs Lep.lepStartDate |
| Title III Status | Indicates the student is part of the district's Title III NCLB allocation grant. Reports Y if EL Service Type = 99. Alphabetic, 1 character | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type LepService. titleIII |
| Migrant Status | Indicates the student or student's parents are migratory agricultural workers. Alphabetic, 1 character | Student Information > General > Enrollments > State Reporting Fields > Migrant Enrollment.migrant |
| IEP Status | Indicates the student has special education needs and has an education plan. Alphabetic, 1 character | Student Information > General > Enrollments > Special Ed Fields > Special Ed Status Enrollment. specialEdStatus |
Section 504 | Indicates if the student is participating in a 504 Plan program. Alphabetic, 1 character Y or N | Student Information > General > Enrollments > State Reporting Fields > Section 504 Enrollment. section504 |
| ESL Program Type - NAS | Indicates the student's EL Service Type is No Additional Services (NAS). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > NAS: No Additional Services LepServiceType.lepServiceTypeID |
| ESL Program Type - CAT | Indicates the student's EL Service Type is Content Area Tutoring (CAT). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > CAT: Content Area Tutoring LepServiceType.lepServiceTypeID |
| ESL Program Type - CBE | Indicates the student's EL Service Type is Content-Based ESL (CBE). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > CBE: Content Based EL LepServiceType.lepServiceTypeID |
ESL Program Type - DBE | Indicates the student's EL Service Type is Developmental Bilingual (DBE). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > DBE: Developmental Bilingual LepServiceType.lepServiceTypeID |
| ESL Program Type - HLA | Indicates the student's EL Service Type is Heritage Language (HLA). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > HLA: Heritage Language LepServiceType.lepServiceTypeID |
| ESL Program Type - POE | Indicates the student's EL Service Type is Pull-Out ESL (POE). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > POE: Pull-Out ESL LepServiceType.lepServiceTypeID |
| ESL Program Type - SEI | Indicates the student's EL Service Type is Sheltered English Instruction (SEI). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > SEI: Sheltered English Instruction LepServiceType.lepServiceTypeID |
| ESL Program Type - SEN | Indicates the student's EL Service Type is Structured English Immersion or SDAIE (SEN). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > SEN: Structured English Immersion or SADIE LepServiceType.lepServiceTypeID |
| ESL Program Type - TBI | Indicates the student's EL Service Type is Transitional Bilingual (TBI). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > TBI: Transitional Bilingual LepServiceType.lepServiceTypeID |
| ESL Program Type - TWI | Indicates the student's EL Service Type is Dual Language and Two-way Immersion (TWI). Reports Y when selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > TWI:Dual Language - Two Way Immersion LepServiceType.lepServiceTypeID |
| Support Delivery Model - NA | Indicates the student does not receive services. Reports Y when NA: Not Applicable is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > NA: Not Applicable LepServiceType.lepServiceTypeID |
| Support Delivery Model - IS | Indicates the student receives inclusionary support services. Reports Y when IS: Inclusionary Support is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > IS:Inclusionary Support LepServiceType.lepServiceTypeID |
| Support Delivery Model - PO | Indicates the student receives pull-out for individualized support services. Reports Y when PO: Pull-Out for Individualized Support is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > PO: Pull-Out for Individualized Support LepServiceType.lepServiceTypeID |
| Support Delivery Model - PR | Indicates the student's parents/guardians refused services. Reports Y when PR: Parental Refusal for Services. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > PR: Parental Refusal for Services. LepServiceType.lepServiceTypeID |
| Support Delivery Model - SC | Indicates the student receives self-contained support services. Reports Y when SC: Self-Contained is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Services > Service Type > SC: Self-Contained LepServiceType.lepServiceTypeID |
| Special Accommodations - MC | Indicates the student was provided with the accommodation to manually control to start audio play when taking a test. Reports Y when Accommodation Type MC: Manual Control to Start Audio Plan of Item (A) is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > MC: Manual Control to Start Audio Play of Item (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - RA | Indicates the student was provided with the accommodation to repeat the audio item. Reports Y when Accommodation Type RA: Repeat Item Audio is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > RA: Repeat Item Audio (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - ES | Indicates the student was provided with the accommodation to extend speaking test response time. Reports Y when Accommodation Type ES: Extended Speaking Test Response Time is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > ES: Extended Speaking Test Response Time (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - LP | Indicates the student was provided with the accommodation to use a large print booklet. Reports Y when Accommodation Type LP: Large Print Booklet is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation >English Learners (EL) > EL Accommodations > Accommodation Type > LP: Large Print Booklet (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - BR | Indicates the student was provided with the accommodation to use a Braille test. Reports Y when Accommodation Type BR: Braille Test is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > BR: Braille Test or Write (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - SD | Indicates the student was provided with the accommodation to have an interpreter sign test directions in ASL. Reports Y when Accommodation Type SD: Interpreter Signs Test Directions in ASL is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > SD: Interpreter Signs Test Directions in ASL (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - LH | Indicates the student was provided with the accommodation to have the test response options read aloud by a human reader. Reports Y when Accommodation Type LH: Read Aloud Listening Test Response Options by Human Reader is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > LH: REad Aloud Listening Response by Human Reader (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - RL | Indicates the student was provided with the accommodation to have the response options repeated by a human reader. Reports Y when Accommodation Type Repeat Listening Test Response Options by Human Reader (RL) is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > RL: Repeat Listening Responses by Human Reader (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - IH | Indicates the student was provided with the accommodation to have the test items read aloud by a human reader. Reports Y when Accommodation Type IH: Read Aloud Test Items by Human Reader (IH) is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > IH: Read Aloud Test Items by a Human Reader (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - RI | Indicates the student was provided with the accommodation to have the test items repeated aloud by a human reader. Reports Y when Accommodation Type Repeat Test Items by Human Reader (RI) is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > RI: Repeat Test Items by Human Reader (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - SR | Indicates the student was provided with the accommodation to have a scribed response. Reports Y when Accommodation Type is SR: Scribed Response is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > SD: Scribed Response (A) LepAccommodation Type.lep Accommodation TypeID |
| State Defined Optional Data | This field does not report. | N/A |
| District Defined Optional Data | This field does not report. | N/A |
| Online or Paper Test | Indicates whether the student is tested online (O) or on paper (P) . This value defaults to Online. Alphabetic, 1 character | N/A |
| Alternate ACCESS Tester | This field does not report. | N/A |
| Special Accommodations - WD | Indicates the student was provided with the accommodation to suse a word processor or keyboarding device to respond to test items. Reports Y when Accommodation Type WD: Word Processor or Similar Keyboarding Device to Respond to Test Items is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > WD: Word Processor or Similar Devices (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - AC | Indicates the student was provided with the accommodation to respond orally using external augmentative and alternate communication device or software. Reports Y when Accommodation Type AC: Student Responds Orally Using External Augmentative and Alternate Communication Device or Software is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > AC: Student Responds Orally Using External Device (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - RD | Indicates the student was provided with the accommodation to use a recording device that is played back and transcribed by the student. Reports Y when Accommodation Type RD: Student Responds Using a Recording Device, which is Payed Back and Transcribed by the Student is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > RD: Student Responds Using a Recording Device (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - BW | Indicates the student was provided with the accommodation to respond with a Braille writer or notetaker. Reports Y when Accommodation Type BW: Student Responds Using Braille Writer or Braille Notetaker is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > BW: Student Responds Using Braille Writer/Notetaker (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - AT | Indicates the student was provided with the accommodation to use assistive technology to respond to test items. Reports Y when Accommodation Type AT: Student Uses Assistive Technology to Respond To Test Items is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > AT: Student Uses Assistive Technology to Respond (A) LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - NS | Indicates the student was provided with the accommodation to have the test administered by school personnel in a non-school setting. Reports Y when Accommodation Type NS: Test may be Administered by School Personnel in a Non-School Setting is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > NS: Test Administered in a Non-School Setting LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - ET | Indicates the student was provided with the accommodation to have extended an extended test session. Reports Y when Accommodation Type ET: Extended Testing Time within the School Day is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > ET: Extended Testing Time Within the School Day LepAccommodation Type.lep Accommodation TypeID |
| Special Accommodations - EM | Indicates the student was provided with the accommodation to have an extended test session over multiple days. Reports Y when Accommodation Type EM: Extended Testing Session Over Multiple Days for a Single Domain is selected. Alphabetic, 1 character Y or N | Student Information > Program Participation > English Learners (EL) > EL Accommodations > Accommodation Type > EM: Extended Testing Session Over Multiple Days (A) LepAccommodation Type.lep Accommodation TypeID |
