Tool Search: OH State Reporting

The KRA PreID Files report teacher, student, and enrollment data related to the Kindergarten Readiness Assessment.

Screenshot of the KRA PreID files extract editor. KRA PreID Files Extract Editor

Report Logic

File	Purpose	Logic
Teacher File	To create and update user accounts for teachers.	This file reports a record for all primary Kindergarten teachers. The most recent Primary teacher on or prior to the Snapshot Date reports. To report: The section's course must be marked as Homeroom (Scheduling > Courses > Course > Homeroom). The section must have at least one student who is enrolled in a Grade with a State Grade Level of KG or PS (Scheduling > Courses > Section > Roster). The staff member must be scheduled into a section containing Kindergarten students (Scheduling > Courses > Section > Staff History).
Student File	To create and update information about Kindergarten students.	This file reports a record for each Kindergarten student. Data reports from the most recent enrollment with a Service Type of P that is active on the Snapshot Date. If more than one enrollment fits this criteria, reports from the one with the most recent Start Date. To report: The student must be enrolled in a Grade with a State Grade Level Code of KG or PS (Student Information > General > Enrollments). The student must be enrolled in a Course marked as Homeroom (Scheduling > Courses > Course > Homeroom). The student must be actively rostered in the section as of the Snapshot Date (Scheduling > Courses > Section > Roster).
Enrollment File	To match teachers to students.	This file reports a record for each Kindergarten student and the Primary teacher of that student's section on the Snapshot Date. Data reports from the most recent enrollment with a Service Type of P that is active on the Snapshot Date. The student must be enrolled in a Grade with a State Grade Level Code of KG or PS (Student Information > General > Enrollments). The student must be enrolled in a Course marked as Homeroom (Scheduling > Courses > Course > Homeroom). The student must be actively rostered in the section as of the Snapshot Date (Scheduling > Courses > Section > Roster). The section's course must be marked as Homeroom (Scheduling > Courses > Course > Homeroom). The section must have at least one student who is enrolled in a Grade with a State Grade Level of KG or PS (Scheduling > Courses > Section > Roster).

File

Purpose

Logic

Teacher File

To create and update user accounts for teachers.

This file reports a record for all primary Kindergarten teachers. The most recent Primary teacher on or prior to the Snapshot Date reports. To report:

The section's course must be marked as Homeroom (Scheduling > Courses > Course > Homeroom).
The section must have at least one student who is enrolled in a Grade with a State Grade Level of KG or PS (Scheduling > Courses > Section > Roster).
The staff member must be scheduled into a section containing Kindergarten students (Scheduling > Courses > Section > Staff History).

Student File

To create and update information about Kindergarten students.

This file reports a record for each Kindergarten student. Data reports from the most recent enrollment with a Service Type of P that is active on the Snapshot Date. If more than one enrollment fits this criteria, reports from the one with the most recent Start Date. To report:

The student must be enrolled in a Grade with a State Grade Level Code of KG or PS (Student Information > General > Enrollments).
The student must be enrolled in a Course marked as Homeroom (Scheduling > Courses > Course > Homeroom).
The student must be actively rostered in the section as of the Snapshot Date (Scheduling > Courses > Section > Roster).

Enrollment File

To match teachers to students.

This file reports a record for each Kindergarten student and the Primary teacher of that student's section on the Snapshot Date. Data reports from the most recent enrollment with a Service Type of P that is active on the Snapshot Date.

The student must be enrolled in a Grade with a State Grade Level Code of KG or PS (Student Information > General > Enrollments).
The student must be enrolled in a Course marked as Homeroom (Scheduling > Courses > Course > Homeroom).
The student must be actively rostered in the section as of the Snapshot Date (Scheduling > Courses > Section > Roster).
The section's course must be marked as Homeroom (Scheduling > Courses > Course > Homeroom).
The section must have at least one student who is enrolled in a Grade with a State Grade Level of KG or PS (Scheduling > Courses > Section > Roster).

Generating the Extract

Enter the Snapshot Date in mmddyy format or by clicking the calendar icon and selecting a date. Student and teachers active on this date are included in the report.
Select an Extract Type, Teacher File, Student File, or Enrollment File.
Select which calendar(s) to include within the extract.
Select which Grade Levels to include in the extract from the calendar(s) selected.
Use the State ID drop-list to select the Staff Number to report: State Staff ID (Default) or Local Staff Number. The extract defaults to State Staff ID.
Select the Format. For submission to the State, select the State Format (CSV). To review data prior to submission, use HTML format.
Select an Ad hoc Filter to limit records reported to that filter.
Enter an Enrollment Token as a unique identifier for the file (Enrollment Files only).
Indicate if the extract should Include Protected Identity Info (Student and Enrollment Files only).
Click the Generate Extract button to generate the report in the indicated format or Submit to Batch to schedule when the report will generate.

Users have the option of submitting a 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.

Teacher File Layout

Element Name	Description & Format	Campus Location
District ID	The 6-digit identification number of the district. Numeric	System Administration > Resources > District Info > Number District.number
Teacher ID	The state identification number of the teacher. Reports based on the Staff ID selection made on the extract editor: When Staff ID = Staff State ID (Default): Reports the value in Census > People > Identity > Staff State ID Left-zero pads to 9 digits When Staff ID = Local Staff Number: Reports the value in Census > People > Identity > Local Staff Number Left-zero pads to 9 digits Alphanumeric	Census > People > Demographics > Staff State ID Census > People > Identity > Local Staff Number Person.staffStateID
School ID	The state identification number of the school. Numeric	System Administration > Resources > School Number School.number
Email	The email address of the teacher, used to generate login information for the external online assessment system and communicate with the teacher during administration of the assessment. Alphanumeric	Census > People > Demographics > Email Person.email
Teacher First Name	The first name of the teacher. Alphabetic	Census > People > Demographics > First Name Identity.firstName
Teacher Last Name	The last name of the teacher. Alphabetic	Census > People > Demographics > Last Name Identity.lastName

Student File Layout

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

Element Name	Description & Format	Campus Location
District ID	The 6-digit identification number of the district. Numeric	System Administration > Resources > District Info > Number District.number
District Student ID	The district-assigned, local identification number of the student. Alphanumeric	Census > People > Demographics > Local Student Number Person.studentNumber
Student ID	The state identification number of the student. Alphanumeric	Census > People > Demographics > Student State ID Person.studentStateID
School ID	The state identification number of the school. Numeric	System Administration > Resources > School Number School.number
Student First Name	The first name of the teacher. Alphabetic	Census > People > Demographics > First Name Identity.firstName
Student Middle Name	The middle name of the student. Alphabetic	Census > People > Demographics > Middle Name Identity.middleName
Student Last Name	The last name of the teacher. Alphabetic	Census > People > Demographics > Last Name Identity.lastName
DoB	The student's date of birth. MM/DD/YYYY	Census > People > Demographics > Birth Date Identity.birthDate
Race	The student's identified Race/Ethnicity. Alphabetic	Census > People > Demographics > Race/Ethnicity Identity.raceEthnicity
Gender	The student's gender, F: female or M: Male. Alphabetic	Census > People > Demographics > Gender Identity.gender
Predominant Prior Care	Currently reports as null.	N/A
Home Care	Currently reports as null.	N/A
Other PC Head Start	Currently reports as null.	N/A
Other PC Prek	Currently reports as null.	N/A
Other PC Child Care Center	Currently reports as null.	N/A
Other PC Family	Currently reports as null.	N/A
Other PC Nursery	Currently reports as null.	N/A
Other PC Even Start	Currently reports as null.	N/A
Other PC Hippy	Currently reports as null.	N/A
Other PC Parents As Teachers	Currently reports as null.	N/A
Other PC Preschool Special Ed	Currently reports as null.	N/A
Other PC Not Listed	Currently reports as null.	N/A
IEP	Indicates if the student participates in special education and has a Disability reported from their IEP. If Disability Condition is populated, reports as Y. Otherwise reports as N. Alphanumeric	Student Information > General > Enrollments > Special Ed Fields > Disability Condition Enrollment.disability1
Disability Code	The student's Disability Condition. Numeric	Student Information > General > Enrollments > Special Ed Fields > Disability Condition Enrollment.disability1
Low SES	Indicates if the student is economically disadvantaged. If Disadvantages is 1, reports as Y. Otherwise reports as N. Alphanumeric	Student Information > General > Enrollments > State Reporting Fields > Disadvantaged EnrollmentOH.disadvantaged
ELL LEP	Indicates if the student is involved in an EL program. If the Program Status is EL and the program Identified Date is prior to the Snapshot Date OR the Program Status is Exited EL and the Program Exit Date is on or after the Snapshot Date, reports as Y. Otherwise reports as N. Alphanumeric	Student Information > Program Participation > English Learners (EL) > Program Status LEP.programStatus

Enrollment File Layout

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

Element Name	Description & Format	Campus Location
Data Collection Token	Reports the Enrollment Token entered in the extract editor. Alphanumeric	OH State Reporting > KRA PreID Files > Enrollment Token
District ID	The 6-digit identification number of the district. Numeric	System Administration > Resources > District Info > Number District.number
District Student ID	The district-assigned, local identification number of the student. Alphanumeric	Census > People > Demographics > Local Student Number Person.studentNumber
Student ID	The state identification number of the student. Alphanumeric	Census > People > Demographics > Student State ID Person.studentStateID
School ID	The state identification number of the school. Numeric	System Administration > Resources > School Number School.number
Student First Name	The first name of the teacher. Alphabetic	Census > People > Demographics > First Name Identity.firstName
Student Last Name	The last name of the teacher. Alphabetic	Census > People > Demographics > Last Name Identity.lastName
DoB	The student's date of birth. MM/DD/YYYY	Census > People > Demographics > Birth Date Identity.birthDate
Teacher ID	The state identification number of the teacher. Reports based on the Staff ID selection made on the extract editor: When Staff ID = Staff State ID (Default): Reports the value in Census > people > identity > Staff State ID Left-zero pads to 9 digits When Staff ID = Local Staff Number: Reports the value in Census > people > identity > Local Staff Number Left-zero pads to 9 digits Alphanumeric	Census > People > Demographics > Staff State ID Census > people > identity > Local Staff Number Person.staffStateID
Teacher First Name	The first name of the teacher. Alphabetic	Census > People > Demographics > First Name Identity.firstName
Teacher Last Name	The last name of the teacher. Alphabetic	Census > People > Demographics > Last Name Identity.lastName

Save

KRA PreID Files (Ohio)

Report Logic

Generating the Extract

Teacher File Layout

Student File Layout

Enrollment File Layout

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