PreID Extract (Ohio)

Last Modified on 08/07/2024 11:20 am CDT

Tool Search: OH State Reporting

The Pre-ID Extract is used to identify students for testing purposes. This extract is populated with student demographic information that is sent to a testing company for the purpose of distributing tests amongst students. Any student with an enrollment record within the date range entered on the extract editor will report.


screenshot of the Ohio Pre ID Extract Editor. Ohio PreID Extract Editor


Report Logic

If the student has an active enrollment between the start and end date on the extract editor, a record reports.

Generating the Extract

  1. Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date.
  2. Select which calendar(s) to include within the extract.
  3. Select which Grades to include in the extract from the calendar(s) selected.
  4. Select the Format. For submission to the State, select the State Format (Fixed width). To reviewdata prior to submission, select any of the other available formats.
  5. Select an Ad hoc Filter, if applicable.
  6. Indicate if the extract should Include Protected Identity Info.
  7. Mark the Exclude Dropped Students checkbox if dropped students should not be included in the extract.
  8. Use the Generate Prior PreID Extract checkbox to create the prior PreID extract (PreID 2014 version).
  9. Marking Include All Enrolled Students ensures that a record for each student with an enrollment in the selected calendar(s) are included in the extract.
  10. Click the Generate Extract button. The extract will appear in a separate window in the designatedformat.

Extract 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

Business Rules

Data Source GUI Path

Statewide Student Identifier (SSID)

Report Student State ID.

Demographics > Student State ID

Local District Student ID

Report Local Student Number.


Demographics > Local Student Number


Student Last Name

  1. If Include Protected Identity Info = selected, report Legal Last Name.
  2. If NULL, report Last Name.

Demographics > Last Name

Student First Name

  1. If Include Protected Identity Info = selected, report Legal First Name.
  2. If NULL, report First Name.

Demographics > First Name

Student Middle Name

  1. If Include Protected Identity Info = selected, report Legal Middle Name.
  2. If NULL, report Middle Name.

Demographics > Middle Name


Date of Birth

Report Birth Date.

Format: YYYY-MM-DD

Demographics > Birth Date

Gender

If Include Protected Identity Info = selected, report Legal Gender.

If NULL, report Gender.

F = female, M = male

Demographics > Gender

Enrolled Grade

Report Grade.

If Grade = KG, report 22.

(State Grade Level Code)

Enrollments > Grade

Ethnicity

Reports the code below based on the student's Race/Ethnicity code indicated in (Census > People > Demographics > Race/Ethnicity > *Race Ethnicity).

0 = Multiracial
1 = American Indian or Alaskan Native
2 = Native Hawaiian or Other Pacific Islander
3 = Asian
4 = Hispanic or Latino
5 = Black or African American
6 = White
7 = When null (else)

Demographics > Race/Ethnicity > *Race Ethnicity


English Learner (EL)

If student has a Program Status = EL and Identified Date prior to the End Date of the extract editor, reports Y.


If student has a Program Status = Exited EL with a Program Exit Date within the Date Range of the extract editor, reports Y.


Else, reports N.

Program Participation > LEP > Program Status, Identified Date, Program Exit Date


Student's Migrant Status

If Migrant = selected, reports Y.


Else, reports blank.

Enrollments > State Reporting > Migrant


Gifted and Talented

Report blank.


504

If Served by a 504 Plan = selected, reports Y.


Else, report N.

Enrollments > State Reporting > Served by a 504 Plan


IEP

If pulling from third party SPED integration

  • Report value iep from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from campus

  • If student has an active IEP within the Date Range of the extract editor, reports Y.
    Else, reports N.

Special Ed Documents > IEP


Primary Disability Category

If pulling from third party SPED integration

  • Report value primaryDisabilityCategory from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from campus

  • If student has an active IEP within the Date Range of the extract editor, report Primary Disability . Else, reports blank.
  • Disability Mappings.
    • If 01, = MD
    • If 02, = DB
    • If 03, = HI
    • If 04, = VI
    • If 05, = SLI
    • If 06, = OI
    • If 08, = EMN
    • If 09, = ID
    • If 10, = SLD
    • If 12, = AUT
    • If 13, = TBI
    • If 14, = OHI
    • If 15, = OHI
    • If 16, = DD

Special Ed Documents > IEP > Enrollment Status


Accommodations - ELA

If pulling from third party SPED Integration:

  • Report value accommodationsELA from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. 2018 IEP - If student has an active IEP with ELA Reading or ELA Writing Detail of Accommodations = NOT NULL, report Y.

  2. 2017 and prior IEP - If student has an active IEP with Reading or Writing Accommodations, report Y.

  3. EL - If student has an active EL assessment accommodation within the Date Range of the extract editor, reports Y.

    1. Accommodation must have Code = ELA and Type = Assessment.
  4. 504 - If student has a test accommodations record with ELA = selected, report Y.
  5. ELSE, report N.

Special Ed Documents > IEP>  Statewide and District-wide Testing > Area: Reading, Area: Writing

 

Program Participation > LEP > LEP Accommodations Programs > LEP > LEP Setup > LEP Accommodations > Code, Type

 

Test Accommodations > ELA


Accommodations - Mathematics

If pulling from third party SPED Integration:

  • Report value accommodationsMathematics from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. 2018 IEP - If student has an active IEP with Mathematics Detail of Accommodations = NOT NULL, report Y.
  2. 2017 IEP and prior - If student has an IEP with Math Accommodations, report Y.
  3. EL - If student has an active EL assessment accommodation within the Date Range of the extract editor, reports Y.
    1. Accommodation must have Code = M and Type = Assessment.
  4. 504 - If student has a test accommodations record with Mathematics = selected, report Y.
  5. ELSE, report N.

Special Ed Documents > IEP > Statewide and District-wide testing > Area: Math

 

Program Participation > LEP > LEP Accommodations Programs > LEP > LEP Setup > LEP Accommodations > Code, Type

 

Test Accommodations > Mathematics


Accommodations - Science

If pulling from third party SPED Integration:

  • Report value accommodationsScience from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. 2018 IEP - If student has an active Science Detail of Accommodations = NOT NULL, report Y.
  2. 2017 IEP and prior - If student has an active IEP with Science Accommodations, report Y.
  3. EL - If student has an active EL assessment accommodation within the Date Range of the extract editor, reports Y.
    1. Accommodation must have Code = S and Type = Assessment.
  4. 504 - If student has a test accommodations record with Science = selected, report Y.
  5. ELSE, report N.

 

Special Ed Documents > IEP > Statewide and District-wide testing > Area: Science

 

Program Participation > LEP > LEP Accommodations Programs > LEP > LEP Setup > LEP Accommodations > Code, Type

 

Test Accommodations > Science

Accommodations - Social Studies

If pulling from third party SPED Integration:

  • Report value accommodationsSocialStudies from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. 2018 IEP - If student has an active Social Studies Detail of Accommodations = NOT NULL, report Y.
  2. 2017 IEP and prior - If student has an active IEP with Social Studies Accommodations, report Y.
  3. EL - If student has an active EL assessment accommodation within the Date Range of the extract editor, reports Y.
    1. Accommodation must have Code = C and Type = Assessment.
  4. 504 - If student has a test accommodations record with Social Studies = selected, report Y.
  5. ELSE, report N.

Special Ed Documents > IEP > Statewide and District-wide testing > Area: Social Studies

 

Program Participation > LEP > LEP Accommodations Programs > LEP > LEP Setup > LEP Accommodations > Code, Type

 

Test Accommodations > Social Studies

Attending District IRN

  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).

Pad with left leading zero(s) if necessary.


School Information > School Detail > District IRN Override


District Information > District Info > State District Number


Attending District Name

Report Name.

Pad with left leading blank space if necessary.


District Information > Name


Attending School IRN

  1. Reports the entry in (System Admin > Resources > School > School Detail > School IRN Override) when School IRN Override is not null.
  2. When School IRN Override is null:
    1. Reports (System Admin > Resources > School > School Detail > State School Number)

School Information > School Detail > School IRN Override


School Information > State School Number

Attending School Name

Report school Name.


School Information > Name


Home District IRN

Report Legal District of Residence code.
If NULL, report blank space.

Enrollments > State Reporting > Legal District of Residence


Home District Name

Report Legal District of Residence name.
If NULL, report blank space.

Enrollments > State Reporting > Legal District of Residence

Home School IRN

Report Home School IRN.
If NULL, report blank space.

Enrollments > State Reporting > Home School IRN

Home School Name

Report Home School Name. If NULL, report blank space.

Enrollments > State Reporting > Home School Name

Test eligibility: AASCD

If pulling from third party SPED Integration:

  1. If field contains @, report using "If pulling from campus" logic below
  2. ,else report value from third party SPED integration
    1. Report value testEligibilityAASCD from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. If the student has a locked IEP within the date range, Look to most recent locked IEP within the Date Range entered on the extract editor.
    • If Student Has Met AASCD Testing Participation Requirement for AASCD?  Checkbox is checked, Report N
    • Is the child participating in the AASCD? and checkbox selected/Date, Report Y
    • Otherwise Report, N

  • Only included for grade levels = 03, 04, 05, 06, 07, 08, 09, 10, 11, 12.

Special Ed Documents > IEP > Statewide and Districtwide Testing > State Tests > Student has met AASCD Testing Participation Requirements


Special Ed Documents > IEP > Statewide and Districtwide > Is the child participating in alternate assessment?


OST and AASCD Test Mode: ELA

If pulling from third party SPED Integration:

  1. If field contains @, report using "If pulling from campus" logic below
  2. ,else report value from third party SPED integration
    1. Report value ostAndAASCDTestModeELA from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. If the student has a locked IEP within the date range, Look to most recent locked IEP within the Date Range entered on the extract editor.
    1. If Student has Met AASCD Requirements checkbox is checked, Report N
    2. If Student has Met AASCD Requirements checkbox is NOT checked and "Is the child participating in the AASCD?"= Y, report Test Mode from Writing or Reading subject. Report first from Writing. If both subjects NULL, report O. 
  2. If IEP test mode is null or N then report test mode from course
    1. If student scheduled in a course with an attached assessment with State Code = GN and Subject = ELA, report course Test Mode. If course Test Mode = NULL, report O.
  3.  Else report N

Special Ed Documents > IEP > Statewide and Districtwide Testing > State Tests > Student has met AASCD Testing Participation Requirements


Special Ed Documents > IEP > Statewide and Districtwide > Is the child participating in alternate assessment?


Assessment > Test Setup > State Code, Subject


Course > Test Mode


OST and AASCD Test Mode: Mathematics

If pulling from third party SPED Integration:

  1. If field contains @, report using "If pulling from campus" logic below
  2. ,else report value from third party SPED integration
    1. Report value ostAndAASCDTestModeMathematics from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. If the student has a locked IEP within the date range, Look to most recent locked IEP within the Date Range entered on the extract editor.
    1. If Student has Met AASCD Requirements checkbox is checked, Report N
    2. If Student has Met AASCD Requirements checkbox is NOT checked and "Is the child participating in the AASCD?"= Y, report Test Mode from Mathematics subject. If subject is NULL, report O. 
  2. If IEP test mode is null or N then report test mode from course
    1. If student scheduled in a course with an attached assessment with State Code = GN and Subject = M, report course Test Mode. If course Test Mode = NULL, report O.
  3. Else report N

Special Ed Documents > IEP > Statewide and Districtwide Testing > State Tests > Student has met AASCD Testing Participation Requirements


Special Ed Documents > IEP > Statewide and Districtwide > Is the child participating in alternate assessment?


Assessment > Test Setup > State Code, Subject


Course > Test Mode


OST and AASCD Test Mode: Science

If pulling from third party SPED Integration:

  1. If field contains @, report using "If pulling from campus" logic below
  2. ,else report value from third party SPED integration
    1. Report value ostAndAASCDTestModeScience from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus:

  1. If the student has a locked IEP within the date range, Look to most recent locked IEP within the Date Range entered on the extract editor.
    1. If Student has Met AASCD Requirements checkbox is checked, Report N
    2. If Student has Met AASCD Requirements checkbox is NOT checked and "Is the child participating in the AASCD?"= Y, report Test Mode from Science subject. If subject is NULL, report O. 
  2. If IEP test mode is null or N then report test mode from course
    1. If student scheduled in a course with an attached assessment with State Code = GN and Subject = S, report course Test Mode. If course Test Mode = NULL, report O
  3. Else report N

Special Ed Documents > IEP > Statewide and Districtwide Testing > State Tests > Student has met AASCD Testing Participation Requirements


Special Ed Documents > IEP > Statewide and Districtwide > Is the child participating in alternate assessment?


Assessment > Test Setup > State Code, Subject


Course > Test Mode


AASCD Test Mode: Social Studies

If pulling from third party SPED Integration:

  1. If field contains @, report using "If pulling from campus" logic below
  2. ,else report value from third party SPED integration
    1. Report value ostAndAASCDTestModeSocialStudies from Ohio Pre-Identification File ID endpoint/corresponding value from 3rd party system

If pulling from Campus: 

  1. If the student has a locked IEP within the date range, Look to most recent locked IEP within the Date Range entered on the extract editor.
    1. If Student has Met AASCD Requirements checkbox is checked, Report N
    2. If Student has Met AASCD Requirements checkbox is NOT checked and "Is the child participating in the AASCD?"= Y, report Test Mode from Social Studies subject. If subject is NULL, report O. 
  2. If IEP test mode is null or N then report test mode from course
    1. If student scheduled in a course with an attached assessment with State Code = GN and Subject = C, report course Test Mode. If course Test Mode = NULL, report O
  3. Else report N

Special Ed Documents > IEP > Statewide and Districtwide Testing > State Tests > Student has met AASCD Testing Participation Requirements


Special Ed Documents > IEP > Statewide and Districtwide > Is the child participating in alternate assessment?


Assessment > Test Setup > State Code, Subject


Course > Test Mode


Accelerated ELA Grade

If Test eligibility: AASCD = Y, report blank.


Report ELA Grade 3-8. If NULL, report blank.

Enrollments > State Reporting

Accelerated Mathematics Grade

If Test eligibility: AASCD = Y, report blank.


Report Mathematics Grade 3-8. If NULL, report blank.

Enrollments > State Reporting


Accelerated Science Grade

If Test eligibility: AASCD = Y, report blank.


Report Science Grade 5 or 8. If NULL, report blank.


Enrollments > State Reporting


Test eligibility and mode: HS ELA 2

1. If Test eligibility: AASCD = Y, report N. 


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = ELA2, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: Algebra 1

1. If Test eligibility: AASCD = Y, report N.


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = ALG1, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: Geometry 

1. If Test eligibility: AASCD = Y, report N.


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = GEOM, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: Integrated Mathematics 1

1. If Test eligibility: AASCD = Y, report N.


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = MTH1, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: Integrated Mathematics 2

1. If Test eligibility: AASCD = Y, report N.


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = MTH2, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: Biology

1. If Test eligibility: AASCD = Y, report N


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = BIOL, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: American Government

1. If Test eligibility: AASCD = Y, report N.


2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = GOVM, report course Test Mode. If course Test Mode = NULL, report O.


3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: American History

  1. 1. If Test eligibility: AASCD = Y, report N
  2. If student scheduled in a course with an attached assessment with State Code = GE and Subject = HIST, report course Test Mode. If course Test Mode = NULL, report O.
  3. Else report N

Assessment > Test Setup > State Code, Subject


Course > Test Mode

Test eligibility & mode: OELPA/OELPS

  1. If Program Status = Pending, report Test Format from assessment accommodation within the date range. If NULL, report P.
  2. If Program Status = LEP and Identified Date prior to End Date of the extract editor, report Test Format from assessment accommodation within the date range. If NULL, report O.
  3. If Program Status = Exited LEP and Program Exit Date >= End Date of the extract editor, report Test Format from assessment accommodation within the date range. If NULL, report O.
  4. If Program Status = Exited LEP and Program Exit Date is prior to the End Date of the extract editor, report blank
  5. Else report blank.

Program Participation > LEP > Program Status, Identified Date, Program Exit Date


Program Participation > LEP > LEP Accommodations > Test Format, Alternate OELPS


Test Eligibility: Alternate OELPA

Reports "Y" When:

  1. Student has an EL Accommodation record with the following:
    1. Accommodation Type = a select with Code = OELPA
    2. Start Date <= extract End Date
    3. End Date >= extract Start Date

Otherwise, reports "N"

Program Participation > English Learners (EL) > EL Accommodations


System Admin > Program Admin > English Learners (EL) > EL Setup > Code


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