KECS LEAD Extract (Kentucky)

Last Modified on 08/22/2025 11:40 am CDT

Tool Search: KECS LEAD Extract

The Kentucky Educator Credentialing System (KECS) Local Educator Assignment Data (LEAD) Extract includes data on classes, staff, schoolwide, and caseload with student counts and individual data on staff. There is also an issues report that details any issues with the data used in the other reports. The data format produced by Campus (CSV or HTML) will be provided to users for further analysis and use. The data collected allows users to detect data issues before sending their data to the state.KECS LEAD Extract

Available KECS LEAD Extract Reports

The following reports are available. Follow the link to see specific report logic and instructions on generating individual extracts:

Report Population and Business Rules

#Requirements

R1

The report can be run against a district’s active year as well as any prior year.

R2

The report can be run in District Editions.

R3

The report will be generated in CSV or HTML format.

R4

The report will be produced with a custom name.

R4.BR1

The file name will be produced in the following format: KECS_LEAD_ReportName.csv

R5

The report will generate a detail list for other reports to pull information from (DETAIL).

R5.BR1

Enrollments must be active AND student must be rostered on the last day of the section to be included in the report.

R5.BR2

Courses must be active to be included in the report.

R5.BR3

Calendar year should overlap the Extract Editor date ranges.

R5.BR4

Schools must have a State Classification of A1, A2, A3, A4, A5, A6, A7, A8, B1, B2, C1, C2, or D1 to be included in the report.

R5.BR5

Calendars and Grade Levels marked as ‘exclude’ within Infinite Campus are still included in this report.

R5.BR6

Enrollments marked as ‘exclude’ within Infinite Campus are still included in this report.

R5.BR7

Exclude all enrollments marked as no shows.

R5.BR8

Exclude all calendars marked as summer school.

R5.BR9

If a student has multiple active enrollments, use the last (most recent) enrollment.  If there are multiple active enrollments with the same start dates and same end dates (or all end dates null), look at Service Type P, then highest enrollmentID

R6

The report will generate an aggregated list of course sections for a given calendar (CLASSES).

R6.BR1

CLASSES will pull all records from the DETAIL report.

R6.BR2

CLASSES should contain courses that have no students assigned to them.

R6.BR3

CLASSES will group by: End Year, District Number, District Name, School Number, School Name, State Classification, Calendar, Schedule Structure Name, Course Number, Course Name, Section Number, Section ID, Course Code, Core Content, Teaching Method, Instructional Setting, Section Special Type, KTSExchange, Responsive, Person ID, Section Start Date, Section End Date

R6.BR4

CLASSES will sort by the following in ascending order:

  1. End Year
  2. District Name
  3. School Name
  4. Calendar Name
  5. Schedule Structure Name
  6. Course Number
  7. Section Number

R7

The report will generate a list of active staff for a given calendar (STAFF).  

R7.BR1

Staff must have both a District Assignment and District Employment record that overlap reported school year (7/1-6/30) to be considered active staff.

R7.BR2

STAFF will sort by the following in ascending order:

  1. EndYear
  2. DistrictNumber
  3. PersonID
  4. SchoolNumber
  5. Type
  6. AltType

R8

The report will generate an aggregated list of information for the school (SCHOOLWIDE).

R8.BR1

SCHOOLWIDE will select records from DETAIL where:

  • Include records where State ID is NOT NULL
  • Report at the school level so students may have enrollments in multiple calendars or schedule structures
  • If the DETAIL report has more than one Enrollment ID for a student within the same school:
  1. If multiple enrollments exist with the same Service Type, report the one where the Enrollment End Date is NULL or is the last day of instruction
  2. Report the enrollment with Service Type = P
  3. If no primary enrollments, report the enrollment with Service Type = S
  4. If no partial day enrollments, report the enrollment with Service Type = N

R8.BR2

SCHOOLWIDE will group by: End Year, District Number, District Name, School Number, School Name, State Classification

R8.BR3

SCHOOLWIDE will sort by the following in ascending order:

  1. EndYear
  2. DistrictName
  3. SchoolName

R9

The report will generate an aggregated list of information for each case manager (CASELOAD).

R9.BR1

CASELOAD will select records from DETAIL where:

  • State ID is NOT NULL and Primary Disability Enrollment is NOT NULL and Case Manger PersonID is NOT NULL
  • Reporting at the district level so students may have enrollments in multiple calendars or schedule structures
  • If the DETAIL report has more than one Enrollment ID for a student within the same school:
  1. If multiple enrollments exist with the same Service Type, report the one where the Enrollment End Date is NULL or is the last day of instruction
  2. Report the enrollment with Service Type = P
  3. If no primary enrollments, report the enrollment with Service Type = S
  4. If no partial day enrollments, report the enrollment with Service Type = N
  • Case Manager Person ID will be 0 if any active students with a disability do not have an active case manager.

    • R9.BR2

    CASELOAD will group by: End Year, District Number, District Name, Case Manager Person ID

    R9.BR3

    CASELOAD will sort by the following in ascending order:

    1. End Year
    2. District Name
    3. Case Manager Person ID

    R10

    The report will generate a list of issues with the data used in other reports (ISSUES).

    Report Editor

    LEAD Extract Editor Options

    Field

    Description

    Date Range

    Determines a date range for the report. Dates are entered in mmddyyyy format or used the calendar icon to select a date. The Start Date field may be left blank in order to pull data from the beginning of the selected school year. The End Date field can have an end date of the last day of the school year, or the current date.

    Format

    Determines how the report will be generated. Options include CSV and HTML to review data prior to submission.

    Exclude Cross-Site Data
    		When marked checkbox is marked, the report does not include cross-site homeroom data. Cross-site must be enabled at the district level for this checkbox to display. This checkbox defaults to marked.
    Report(s)
    • Detail: Generates a detail list for other reports to pull information from. 
    • Staff (Detail): Generates a list of active staff for a given calendar.
    • Caseload (Aggregate): Generates an aggregated list of information for each case manager.
    • Classes (Aggregate): Generates an aggregated list of course sections for a given calendar.
    • Schoolwide (Aggregate): Generates an aggregated list of information for the school.
    • Issues: Generates a list of issues with the data used in other reports.

    Select Calendar

    Determines the Calendars to include on the report. Calendars can be sorted by Active Year, List by School or List by Year. Multiple calendars can be chosen by using the CTRL and SHIFT keys.

    Generate the KECS LEAD Extract

    1. Enter a Date Range for the report.
    2. Select the Format of the report.
    3. When applicable, mark the Exclude Cross-Site Data checkbox. 
    4. Choose which Report(s) to include.
    5. Select the Calendars to include on the report.
    6. Click Generate Extract or Submit to Batch.

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