Student Interchange - Graduation Guidelines (Colorado)

Tool Search: Student Interchange

The Graduation Guidelines Report tracks graduation requirements for students. The information in this report is not part of the October Count.


Screenshot of the Graduation Guidelines Exract located at Reporting, CO Data Pipeline, Student InterchangeGraduation Guidelines Report


Read - Access and generate Student Interchange Extracts.
Write - N/A
Add - N/A
Delete - N/A

For more information about Tool Rights and how they function, see the Tool Rights article. 

Report Logic

One record per Guideline - Assessment, Transcript record or Certificate - reports per student. When a student has more than one guideline, that student has multiple records on the extract.

Only records that have dates on or prior to the entered effective date report. This applies to all assessments, transcript records and courses that are considered for graduation guidelines.

The student must have an active primary enrollment as of the entered effective date on the report editor. When there is no active primary enrollment as of the effective date, the most recent primary enrollment reports based on the start date.

Only guidelines met during the selected reporting school year are included. The School Year is considered to be from the earliest Calendar Start Date of all selected calendars to the latest Calendar End Date of all selected calendars.

Non-Binary Gender Reporting

Schools can assign students a gender of M: Male, F: Female or N: Non-binary. This is done on the Identities tool and/or the Demographics tool. 

Data Pipeline Extracts and other required extracts use the Legal Gender field included in the Protected Identity Information to report student identity information.

To properly record a gender of N: Non-Binary, on the Identities tool:

  1. Assign the Gender of N: Non-Binary in the standard identify fields.
  2. Assign the Protected Identity Information Legal Gender field to M: Male, F: Female or N: Non-Binary.
  3. Save the record when finished.

Screenshot of the Gender and Legal Gender fields on the Census, People, Identities record. Gender and Legal Gender Assignment

Report Editor

FieldDescription
Report TypeSelection determines the Student Interchange report that generates. Choose Graduation Guidelines.
Ad hoc FilterSelect a saved ad hoc filter to only include those students in the filter in the report, assuming those students meet the reporting logic and business rules of this report.
Effective DateThe entered date is auto-populated to the current date and returns those students actively enrolled in the selected calendar on this date.
All GuidelinesWhen marked, student guidelines report for all school years and enrollments. 
  • Enrollment-specific data reports from the current year's enrollment.
  • Demographic-specific data reports based on the entered Effective Date. 
All instances of a guideline report, regardless of the calendar/school year in which the guidelines were achieved. When a student has three ACT assessments that meet the report criteria, all three report in separate lines.
Date restrictions do not apply to guidelines. Concurrent Enrollment guideline for previous school year reports only from student Transcript records.
Report Legal NameWhen marked, the student's name and gender report from the Protected Identity Information section on the student's Identities record.
Zero-Fill School CodeWhen marked, the School Code field in the extract layout reports a value of 0000 (four zeros) and overrides any code already reported in that field.
Exclude Cross-Site Data
When marked, students enrolled as Cross-Site Students at one or more schools are excluded from the report.
FormatThe Graduation Guidelines report can be generated in either CSV or HTML formats.
Calendar SelectionSelect at least one calendar to generate the report. Calendars can be selected by Active Year, School or Year.
Report GenerationThe Student Layout extract can be generated immediately using the Generate Report button. Or, use the Submit to Batch button to select when the report is generated. See the Batch Queue article for more information on this functionality.

Generate the Report

  1. Select the Graduation Guidelines from the Report Type field.
  2. If desired, select students from an existing Ad hoc Filter.
  3. Enter the desired Effective Date.
  4. Mark the All Guidelines checkbox, if desired.
  5. Mark the Report Legal Name checkbox, if desired.
  6. Mark the Zero-Fill School Code checkbox, if desired. 
  7. Mark the Exclude Cross-Site Data checkbox, if desired. 
  8. Select the Format of the report.
  9. Select the Calendar(s) from which to report information.
  10. Click the Generate Extract button or the Submit to Batch button. The report displays in the desired format.

Screenshot of the HTML Format of the Graduation Guidelines extract.Graduation Guidelines - HTML Format  

Screenshot of the CSV Format Graduation Guidelines of the Graduation Guidelines report. Graduation Guidelines - CSV Format  

Report Layout

Data ElementDescriptionLocation
Reporting School District Code/ BOCES Code
The number assigned to a school district by the state department of education.

Numeric, 4 digits
District Information > District Information > State District Number

District.number
SASIDA unique number assigned to a student by the Department of Education.

Numeric, 10 digits
Demographics > Person Identifiers > Student State ID

Person.stateID
School Code

Four-digit number assigned to the school.


When the Zero-Fill School Code checkbox is marked on the report editor, this field reports a value of 0000 (four zeros).


When a student has a Special Education Attendance Code of 31: Administrative Unit OR 32: State-Operated Program, the four-digit code reports from the Serving District field on the student' most recent enrollment record as of the entered effective date, the end date of report generation, or the most recent enrollment closest to the end date of report generation. 


For all other students, the student's latest enrollment where the Special Education Start Date is populated and at least one active Special Education date falls within the reporting period or the most recent enrollment closest to the end date of report generation. 

  • The Service Agency/Facility code reports, when populated.
  • When the Service Agency/Facility Code field is not populated, the School of Accountability reports, when populated.
  • When the School of Accountability field is not populated, the School Number of the student's most current enrollment or most recent enrollment as of the Effective Date or End Date of report generation.
  • When all of these fields are not populated, a value of 0000 reports.


Default value: zero fill


Numeric, 4 digits

Enrollments > State Reporting Fields > Serving District


Enrollment.serviceDistrict


Enrollments > Special Education Fields > Service Agency/Facility Code


Enrollment.serviceFacility


Enrollments > State Reporting Fields > School of Accountability


Enrollment.residentSchool


School Information > School Editor > State School Number


School.number


First Name

Reports the student's first name.


When the Report Legal Name checkbox is marked, the student's First Name reports from the Legal First Name field.


Alphanumeric, 30 characters

Demographics > Person Information > First Name



Identity.first Name


Identities > Protected Identity Information > Legal First Name


Identity.legalFirstName

Last Name

Reports the student's last name.


When the Report Legal Name checkbox is marked, the student's Last Name reports from the Legal Last Name field.


Alphanumeric, 30 characters

Demographics > Person Information > Last Name


Identity.last Name


Identities > Protected Identity Information > Legal Last Name


Identity.legalLastName

Gender

Reports the student's gender.

  • 01 - Female
  • 02 - Male
  • 03 - Non-Binary

When the Report Legal Name checkbox is marked, the student's Gender reports from the Legal Gender field. 


Numeric, 2 digits

Demographics > Person Information > Gender


Identity.gender


Identities > Protected Identity Information > Legal Gender


Identity.legalGender

Birth DateStudent's date of birth.

Date field, 8 characters (MMDDYYYY)


Demographics > Person Information > Birth Date


Identity.birthDate


Identities > Identities Editor > Birth Date

Guideline Type

Reports the name of the guideline associated with the student. The type of guideline affects the remaining fields in the extract.


This field reports a value of 0 (English) or 1 (Math) depending on whether the assessment or transcript/course record is for English or Math.


Numeric, 1 digit

N/A
Guideline Name

Assessments, Transcript records, or a Course from the schedule, which at the completion of the course is posted on the transcript can report. The CO Code associated with the assessment or Transcript/Course records reports.


The following assessment types report:

  • Accuplacer (CO Code of ACR, ACS, ACE)
  • ACT (CO Code of ACT)
  • ACT WorkKeys (CO Code of AWK)
  • Advanced Placement (CO Code of AP)
  • Armed Services Vocational Aptitude Battery (CO Code of ASV)
  • District Capstone (CO Codes of CAP)
  • SAT (CO Code of SAT)

The following Transcript and Course Record types report:

  • International Baccalaureate (CO Code of IB)
  • Concurrent Enrollment (CO Code of CE)
  • District Capstone (CO Codes of CAP)

See the Assessment Reporting Logic table for additional logic related to these assessments and transcript records.


Alphanumeric, 3 digits

Assessments > Name


Assessment.name


Transcripts > Course


Transcript.course


Assessment Center > Test Type > National Code


Test.nationalCode


Course Information > Type


Course.type

Guideline Score

For assessments, reports the scale score of the assessment, when available. When not available, the raw score reports. When that is not available, a NULL value reports.


For transcript records, reports the score that is posted to the transcript.


See the Assessment Reporting Logic table for additional logic related to these assessments and transcript records.


Numeric, 2 digits

Assessments > Score


Assessment.score


Transcripts > Score


Transcript.score

School Year of Completion

Reports the school year in which the student took the assessment or in which the course was taken.

A course or assessment taken in the 2018-19 school year reports as 20182019.


See the Assessment Reporting Logic table for additional logic related to these assessments and transcript records.


Date Field, 8 characters (YYYYYYYY)

Assessments > Year


Assessment.year


Transcripts < Year


Transcript.year

Assessment Reporting Logic

Assessments require a Subject of English or Math, or have English or Math as part of the Assessment Name (Assessment > Test Setup) and be listed on the student's Assessment record (Student Information > General > Assessments). 

The District of Completion for the Guideline reports from the Testing District field on the student's Assessment record. This field displays when the Testing District field is marked on the Test Detail record. 

Screenshot of the Testing District field on the Assessment Detail editor. Testing District on Assessment Detail, Testing District on Student Assessment Record

When the Testing District field is not populated, the District of Completion reports from the District Code field on the District Information editor.

Name (Guideline Name)LogicGuideline ScoreReported Value

Accuplacer

(AAF, ACE, ACR, ACS, ANR, ANW, AR, QAS)



National Code:

AAF

ACE

ACR

ACS

ANR

ANW

AR

QAS

Looks for National code of AAF, ACE, ACR, ACS, ANR, ANW, AR, or QAS and the date falls within the reporting school year, then:

  • Reports 0 when the code is ACR, ACS, ANR or ANW.
  • Reports 1 when the code is AAF, ACE, AR or QAS. 

District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

  • When the Scale Sore contains a value, that value reports.
  • When there is no Scale Score, the Raw Score reports.
  • When there is no Scale Score or Raw Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.


Format = YYYYYYYY
EX: 20182019

ACT (ACT)



National Code: ACT



When the student has an assessment with the National Code of ACT and the date falls within the reporting school year, then: 

  • Reports 0 when Name or Subject is English.
  • Reports 1 when Name of Subject is Math.

When multiple assessments exist in one subject, the most recent assessment reports.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

  • Reports the Scale Score.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Raw Score or Scale Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.


Format = YYYYYYYY
EX: 20182019

ACT WorkKeys (AWK)



National Code: AWK

When the student has an assessment with National Code ACTWorkeys and the date falls within the reporting school year, then:

  • Reports 0 when the Name or Subject is English.
  • Reports 1 when Name of Subject is Math.

When the Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type, which reports one line for English as 0 and one line for Math as 1.


When multiple assessments exist in one subject, the most recent assessment reports.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

  • Reports the Scale Score.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Raw Score or Scale Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.


Format = YYYYYYYY
EX: 20182019

Advanced Placement (AP)



National Code: AP

When a student has an assessment with a National Code of AP and the date falls within the reporting school year and has a Scale Score of 1-5, then:

  • Reports 0 when the Name or Subject is English.
  • Reports 1 when the Name of Subject is Math.

When the Subject is English/Math, two identical lines report. One line reports 0 for English; the second line reports 1 for Math.


When multiple assessments exist in one subject, the most recent assessment reports.


When the Subject is not populated or any other value exists, the guideline does not report.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

When the Scale Score is a value of 1-5, that value reports.

For any other values, the guideline does NOT report.

Reports the school year in which the assessment was taken.


Format = YYYYYYYY
EX: 20182019

Armed Services Vocational Aptitude Battery (ASV)



National Code: ASVAB

When the student has an assessment with National Code ASVAB and the date falls within the reporting school year, then report as follows: 

  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.
  • When the assigned Subject is English/Math, reports two identical lines for all values EXCEPT Guideline Type - one line with 0 for English and one line with 1 for Math.
  • When the assigned Subject is null or any other value, the guideline does not report.

District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

  • When the student has an assessment of ASVAB or AFQT with a Scale Score, that value reports.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Raw Score or Scale Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019

Concurrent Enrollment (CE)



National Code: CE

Transcript

When the student has a transcript record that is marked as Concurrent (the Concurrent checkbox is marked) that occurred during the reporting school year, reports as follows:

  • Reports 0 when the Concurrent/Capstone Subject is English.
  • Reports 1 when the Concurrent/Capstone Subject is Math.
  • When Concurrent/Capstone Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type -  one line reports as 0 for English and one line reports as 1 for Math.
  • When the Concurrent/Capstone Subject field is not populated, values from the course (roster) report.

When a Transcript record exists for the course, a Roster record does not report. Only the current year reports.


District of Completion reports from the District Number assigned on the Transcript record. When that field is not populated, District of Completion reports from the District ID (database only value). 


When that field is not populated, District of Completion reports from the District Code populated on the District Information editor.


Roster
When the student has a roster record in a course marked as Type CE OR the Concurrent checkbox is marked that occurred during the reporting school year, reports as follows: 

  • Reports 1 when the Concurrent/Capstone Subject Area is Math.
  • Reports 0 when the Concurrent/Capstone Subject Area is English. 
  • When the Concurrent/Capstone Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type -  one line reports as 0 for English and one line reports as 1 for Math.
  • When the Concurrent/Capstone Subject Area is null or any other value, the guideline does not report.
  • Reports 1 when the Passing Grade is marked on the score the student received.  
  • Reports 0 when Passing Grade is NULL on the score the student received.  
  • When the All Guidelines checkbox IS NOT marked on the report editor, all CE records for the student in the selected calendar/year are included in the report.
  • When the All Guidelines checkbox IS marked on the report editor, all records for the student from all calendars/years report.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019


When reporting from the Transcript, the calculation uses the Course Information Date on the Transcript.

District Capstone (CAP) 



National Code: CAP

Assessment Logic

Whenthe  student has an assessment with National Code CAP and the date falls within the reporting school year and has a Scale Score of 0-2, then:

  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.
  • When the Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type - one line reports as 0 for English and one line reports as 1 for Math.

When the Subject is null or contains any other value, the guideline does not report. 


District Capstone needs to be added to the National Test Dictionary.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor. 


Transcript Logic

When a student has a transcript record where Capstone is marked that occurred during the reporting school year, then:

  • Reports 1 when the Concurrent/Capstone Subject Area is Math. 
  • Reports 0 when the Concurrent/Capstone Subject Area is English.

When the Subject is null or contains any other value, the guideline does not report.


District of Completion reports from the District Number assigned on the Transcript record. When that field is not populated, District of Completion reports from the District ID (database only value). When that field is not populated, District of Completion reports from the District Code populated on the District Information editor.

Assessment: 

When the Scale Score is 0 or 1, that value reports. 


For any other value, the guideline does not report.


Transcript:

Reports 1 when the Passing Grade is checked on the score the student has received. 


Reports 0 when the Passing Grade is NULL on the score the student has received.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019


When reporting from the Transcript, the calculation uses the Course Information Date on the Transcript.

Industry Certificate (IC)


National Code: CRT,  IC
When the student has an assessment with National Code of IC or CRT, and the date falls within the reporting school year and has a Scale Score of 0-2, then:
  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.
  • When the Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type - one line reports as 0for English and one line reports as 1 for Math. 

All other subjects do not report. 


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

Reports scale score when the score is:

  • 0 - Non-passing grade per district 
  • 1 - Passing grade per district 
  • 2 - PWR endorsed requirements  

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019

International Baccalaureate (IB)


National Code: IB
When the student has an assessment with National Code IB and the date falls within the reporting school year, then:
  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.

When the Subject is English/Math, two identical lines report. One line reports 0 for English; the second line reports 1 for Math.


When multiple assessments exist in one subject, the most recent assessment reports.


When the Subject is not populated or any other value exists, the guideline does not report.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.
  • Reports the Scale Score.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Raw Score or Scale Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019

SAT (SAT)


National Code: SAT

When the student has assessment with National Code SAT and the date falls within the reporting school year, then:

  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.

All other subjected do not report.


District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.

  • Reports the Scale Score.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Scale Score or Raw Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019

Collaboratively Developed (COL)


National Code: COL
When the student has an assessment with National Code COL and the date falls within the reporting school year, then:
  • Reports 0 when the assigned Subject is English.
  • Reports 1 when the assigned Subject is Math.
  • When the Subject is English/Math, two identical lines report for all values EXCEPT Guideline Type - one line reports as 0for English and one line reports as 1 for Math.
All other subjected do not report.

District of Completion reports from the Testing District on the student's Assessment record. When not populated, District of Completion reports from the District Code populated on the District Information editor.
  • Reports the Scale Score.
  • When there is no Scale Score, reports the Raw Score.
  • When there is no Scale Score or Raw Score, the guideline does NOT report.

Reports the school year in which the assessment was taken.  


Format = YYYYYYYY
EX: 20182019