Exiting Student Follow Up (FW) (Ohio Extracts)

Last Modified on 12/17/2024 2:02 pm CST

Tool Search: OH Extracts

The Exiting Student Follow Up (FW) extract reports data from records on the Follow Up Data (FW) tab. 

Screenshot of the Exiting Student Follow Up (FW) extract editor. Ohio State Extracts: Exiting Student Follow Up (FW) Extract Editor

Report Logic

Report a record if the student has any enrollment in the district and an FW record with:
    1. An FW record Effective Date that is on or inside the extract editor Start and End Date range.
    2. State Data = False on the FW record
      AND
    3. One or more of the following are true in the FW record:
      • CTE, Grad, and/or SWD = checked
  • Only one record should be reported for each student. Follow the following priority:
    • Report the FW record with the most recent effective date before the Start Date of the extract editor.
    • The calendar for the student's enrollment with the most recent Primary enrollment Start Date <= the FW record Effective Date is selected on the extract editor.
      • When a student has > 1 Primary enrollment with the same most recent Start Date, reports for the calendar are tied to the enrollment with the most recent enrollment ID.
If State Data = True on the FW record, do not report.
If CTE, Grad, and SWD all = False on the FW record, do not report.
  • Reports eligible student records belonging only to the calendar(s) selected on the extract editor. 
  • Reports the student's FW record for the calendar where the student's FW tab Effective Date is the most recent on or inside the extract editor Start and End Date range.
AND
CTE:
  • When CTE is checked:
    1. When the associated "District IRN Override" field is NOT null:
      • Reports the District IRN in the associated "District IRN Override" field.
    2. When the associated "District IRN Override" field is null:
      • Reports the State District Number of the current district.
  • When CTE is NOT checked:
    • Reports null

Graduate:

  • When Graduate is checked:
    1. When the associated "District IRN Override" field is NOT null:
      • Reports the District IRN in the associated "District IRN Override" field.
    2. When the associated "District IRN Override" field is null:
      • Reports the State District Number of the current district.
  • When Graduate is NOT checked:
    • Reports null

SWD:

  • When SWD is checked:
    1. When the associated "District IRN Override" field is NOT null:
      • Reports the District IRN in the associated "District IRN Override" field.
    2. When the associated "District IRN Override" field is null:
      • Reports the State District Number of the current district
    3. When SWD is NOT checked:
      • Reports null


  • The calendar for the student's enrollment with the most recent Primary enrollment Start Date <= the FW record Effective Date is selected on the extract editor.
    • When a student has > 1 Primary enrollment with the same most recent Start Date, reports for the calendar are tied to the enrollment with the most recent enrollment ID.

  • From the Follow Up Data (FW) records with an Effective Date on or between the extract editor Date Range:

    • Find all FW  records on and between the extract Effective Date

    • Sort the FW  records with the most recent Effective Date record in the first position and the earliest FW  record in the last position.

    • From across all identified and sorted FW tab records, apply the following reporting logic to the fields from "CTE Program of Concentration" field down to "Other Follow-up Status" field, starting with the sorted topmost FW record, and working through all remaining tab records:

      • Pull all results for each field from across the records and prioritize values in the same logic category by FW Effective Date:
        • Field value hierarchy:
          1. When the field = Y, report Y
          2. When the field NOT = null or N, report the Code selected
          3. When the field = N, report N
          4. Otherwise, treat the field as null
    • Example: The most recent FW record may have an N in one of the fields, but if that same field in an earlier FW record has a value = Y, the Y is the code reported since it's higher in the field value hierarchy.

Generating the Extract

  1. Select the Exiting Student Follow Up (FW) Extract Type.
  2. Select the Reporting Period for which to generate the extract.
  3. Enter the Date Range in mmddyy format or by clicking the calendar icon. Follow Up Data records with an Effective Date within this date range report.
  4. Select the extract Format. For submission to the state, use the State Format (Fixed width) option. To review data before state submission, use any of the other available Format options.
  5. Select an Ad hoc Filter, if applicable, to limit data based on an existing Ad hoc filter. 
  6. Indicate if the extract should Include Protected Identity Info, which reports Demographic information from Census > People > Identities > Active Identity > Protected Identity Information.
  7. Select the calendar(s) to include in the extract.
  8. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when to generate the report. Requests may only be submitted to the Batch Queue if generating multiple extracts at a time.

Users can submit an FW report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process allows larger reports to be generated in the background without disrupting Campus. See the Batch Queue article for more information about submitting a report to the batch queue.

Extract Layout

If the Include Protected Identity Info checkbox is marked in the extract editor, Demographic fields report from Census > People > Identities > Active Identity > Protected Identity Information.

Element Name

Description & Format

Campus Location

Filler

 8 characters

 

Sort Type

Always reports a value of FW.


2 characters

N/A

Filler

1 character

 

Fiscal Year

The Fiscal Year is considered the end of the year of the school year (i.e. 2022 for the 2021- 2022 school year).


YYYY, 4 characters

System Administration > Calendar > School Year > End Year


Not dynamically stored.

Data SetAlways reports as S.N/A
District IRNThe state-assigned 6-digit identification number of the district.

  1. When (System Admin > Resources > School > School Detail > District IRN Override) NOT = null, reports the value entered into the District IRN Override field.
  2. When District IRN Override = null, reports entry in (System Admin > Resources > District Information > District Info > State District Number).

6 characters		System Administration > Resources > District Information > State District Number

District.number
SSID

Reports the student state ID. If null, field zero fills.


9 characters

Census > People > Demographics > Person Identifiers > Student State ID


Person.stateID


First Name

The student's legal first name.


30 characters

Census > People > Person Identifiers > First Name


Identity.firstName

Middle Name

The student's legal middle name


30 characters

Census > People > Person Identifiers > Middle Name


Identity.middleName

Last Name

The student's legal last name


30 characters

Census > People > Person Identifiers > Last Name


Identity.lastName

Career-Technical Education Workforce Development Follow-Up FlagReports as Y if CTE is marked, otherwise N.

1 character		Student Information > Program Participation > State Programs > Follow Up Data (FW) > CTE

FollowUpData.cte
Graduate Follow-Up FlagReports as Y if Graduate is marked, otherwise N.

1 character		Student Information > Program Participation > State Programs > Follow Up Data (FW) > Graduate

FollowUpData.graduate
Students with Disabilities Post-School Engagement Follow-Up FlagReports as Y if SWD is marked, otherwise N.

1 character		Student Information > Program Participation > State Programs > Follow Up Data (FW) > SWD

FollowUpData.disability
Career and Technical Education Program of ConcentrationReports the Program of Concentration from the student's FW record. If null, reports as **.

2 characters		Student Information > Program Participation > State Programs > Follow Up Data (FW) > CTE Program of Concentration

FollowUpData.cteConcentration

Career and Technical Follow Up LEA IRN

  1. If CTE is true and Follow Up Data > CTE IRN Override is not null, reports CTE IRN Override.

  2. If CTE is true and Follow Up Data > CTE IRN Override is null, reports the entry in System Admin > Resources > School > School Detail > District IRN Override when NOT = null for the school the student is enrolled.

    1. If District IRN Override = null, reports entry in (System Administration>Resources>District Information>District Info > State District Number)

  3. If CTE is null, does not report

6 characters		System Administration > Resources > District Information > State District Number
System Admin > Resources > District Info > District Detail > State District Number

District.number
Graduate Follow Up LEA IRN

  1. If Graduate is true and Follow Up Data > Graduate IRN Override is not null, reports Graduate IRN Override.

  2. If Graduate is true and Follow Up Data > Graduate IRN Override is null, reports the entry in System Admin > Resources > School > School Detail > District IRN Override when NOT = null for the school the student is enrolled.

    1. If District IRN Override = null, reports entry in (System Administration>Resources>District Information>District Info > State District Number)

  3. If Graduate is null, does not report

6 characters		System Administration > Resources > District Information > State District Number

District.number

Students with Disabilities Follow Up LEA IRN

  1. If SWD is true and Follow Up Data > SWD IRN Override is not null, reports SWD IRN Override.

  2. If SWD is true and Follow Up Data > SWD IRN Override is null, reports the entry in System Admin > Resources > School > School Detail > District IRN Override when NOT = null for the school the student is enrolled.

    1. If District IRN Override = null, reports entry in (System Administration>Resources>District Information>District Info > State District Number)

  3. If SWD is null, does not report.

6 characters		System Administration > Resources > District Information > State District Number

District.number

Employment Status

Reports the Employment Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Status

FollowUpData.employmentStatus

Employment Career Field

Reports the Employment Career Field code selected, or as ** if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Career Field

FollowUpData.employmentField
Employment Typical Hours Per WeekReports the Employment Typical Hours per Week code selected, or as ** if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Typical Hours per Week

FollowUpData.employmentHours
Employment DurationReports the Employment Duration code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Duration

FollowUpData.employmentDuration
Employment Compensation TypeReports the Employment Compensation Type code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Compensation Type

FollowUpData.employmentCompensation
Employment SettingReports the Employment Settings code  selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Settings

FollowUpData.employmentSetting
Employment Advanced OpportunityReports the Employment Advanced Opportunity code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Employment Advanced Opportunity

FollowUpData.employmentAdvanced
Apprenticeship StatusReports the Apprenticeship Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Apprenticeship Status

FollowUpData.apprenticeShip
Apprenticeship TypeReports the Apprenticeship Type code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Apprenticeship Type

FollowUpData.apprenticeShipType
Post-Secondary StatusReports the Post-Secondary Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Post-Secondary Status

FollowUpData.postSecondaryStatus
Post-Secondary Education TypeReports the Post-Secondary Education Type code selected, or as ** if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Post-Secondary Education Type

FollowUpData.postSecondaryEducation
Post-Secondary and Advanced TrainingReports the Post-Secondary and Advanced Training code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Post-Secondary and Advanced Training

FollowUpData.postSecondaryAdvanced
Post-Secondary Enrollment DurationReports the Post-Secondary Enrollment Duration code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Post-Secondary Enrollment Duration

FollowUpData.postSecondaryEnrollment
Military Enlistment StatusReports the Military Enlistment Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Military Enlistment Status

FollowUpData.militaryEnlistment
Service Program StatusReports the Service Program Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Service Program Status

FollowUpData.serviceProgram
Other Follow-Up StatusReports the Other Follow-up Status code selected, or as * if 99.Student Information > Program Participation > State Programs > Follow Up Data (FW) > Other Follow-up Status

FollowUpData.otherFollowUp


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