Tool Search: Student Interchange

The School Association Report lists all students enrolled in the selected calendar as of the entered effective date in grades EE-12. Any incident of mobility (entry, exit, grade change, etc.) for each school within the LEA at any point in the currently selected school year should be submitted. Since the SSA file contains funding information, a Local Education Agency (LEA) must have a record at this level. A student must have at least one record and may have multiple records at the school level.

School Association Extract

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

Students are included in the report when a student has a primary enrollment in a state grade with an enrollment start date that is before the Effective Date. When the Include Partial Enrollments checkbox is marked on the Extract Editor, partial enrollments in the selected calendar are also included.

Students are not included in this report when:

Enrollment records are marked as No Show.
Enrollment records are marked as State Exclude.
Grade level is mapped to a state grade level of 002.
Grade levels are marked as State Exclude.
Calendars in which the student is enrolled are marked as State Exclude.

When the student's Start Status is 00: No/Not Applicable - summer dropouts only (reported in field 10, Entry Type) and when the student's End Status is 40: Discontinued schooling/dropped out (reported in field 12, Exit/Withdraw Type), these fields report as zeros up to the length of the field:

Field 3, School Code (4 digits)
Field 8, Entry Date (8 digits)
Field 11, Exit/Withdraw Date (8 characters)

Attendance Calculations

This report uses the Attendance Day Aggregation table for calculating attendance. See the following articles for more information on this table:

Continuous in District and School

A student is considered continuous in district as long as the student had a primary enrollment as of the Continuous in District Dates and any primary enrollment from that date to the end of the school term, as long as the student was enrolled in all instructional days to the end of the school term. Multiple primary enrollments must be considered.

A student is considered continuous in school as long as they had a primary enrollment as of the Continuous in District Dates and any primary enrollment from that date to the end of the school term as long as the student was enrolled in all instructional days to the end of the school term. Multiple primary enrollments must be considered.

When the Continuous in School value reports as a 1 for a student, the Continuous in District value also reports as a 1.

Override fields exist on the state reporting enrollment editor. Values chosen in those fields report. When there are no values chosen, the report follows this logic:

Reported Value	Reporting Population
Continuous in District
1	When the student has a single enrollment: The end date that is either null or greater than the Effective Date entered on the report editor; AND The student's start date is before the Count Date. When the student has multiple enrollments: The end date on the latest enrollment is either null, greater than the Effective Date entered on the report editor; AND The student's start date of the first enrollment is before the Count Date; AND The end status on any primary enrollments is not 40, 45, 50, 55 or 25; AND The count of all instructional days between enrollments is less than 10 (see the exceptions below). Any days before the Count Date of the calendar year are NOT counted.
0	When the student has a single enrollment: The end date is before the effective date entered on the report editor; OR The student's start date is after the Count Date. When the student has multiple enrollments: The end date on the latest enrollment is before the Effective Date; OR The enrollment start date of the first enrollment is after the Count Date; OR The end status on any primary enrollment is 40, 45, 50, 55 or 25; OR The count of all instructional days between enrollments is less than 10 (see the exceptions below).
Continuous in School
1	When the student has a single enrollment: The end date is either null, greater than the effective date; AND The student's start date is before the Count Date. When the student has multiple enrollments: The end date for the last enrollment in the selected school is null or greater than the effective date. The student's start date of the first enrollment in the selected school is before the Count Date. The student's end status on any primary enrollment is not 40, 45, 55, 56 or 25; AND The count of all instructional days between enrollments at the reporting school is less than 10 (see the exceptions below).
0	When the student has a single enrollment: The end date is before the effective date; OR The start date is after the Count Date. When the student has multiple enrollments: The end date for the last enrollment is before the Effective Date; OR The start date of the first enrollment is after the Count Date; OR The end status on any primary enrollment is 40, 45, 50, 55, 56 or 25; OR The count of all instructional days between enrollments at the reporting school is more than 10 (see the exceptions below).
Exceptions
When a student has an end status of 10, instructional days missed from this enrollment are not counted until the next one starts. When a student has an end status of 06 or 11, instructional days missed from this enrollment until next one starts are not counted when the number of days between the enrollments is less than 10. When greater than 10 days between enrollments, reports 0. When a student has a start status of 02, instructional days missed from this enrollment and the previous one are not counted. Summer school enrollments are not used in any calculations. When Continuous in School is 1, then Continuous in District must also be 1.

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:

Assign the Gender of N: Non-Binary in the standard identify fields.
Assign the Protected Identity Information Legal Gender field to M: Male, F: Female or N: Non-Binary.
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

Field	Description
Report Type	Selection determines the Student Interchange report that generates. Choose School Association.
Report Format	Selection indicates which layout of the report generates. When choosing a 2023-24 calendar, choose the 2023-2024 Format; when choosing a 2024-25 calendar, choose the 2024-2025 Format.
Ad hoc Filter	Select 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 Date	The entered date is auto-populated to the current date and returns those students actively enrolled in the selected calendar on this date.
Attendance Start Date	Entered start date is used to calculate attendance day information from the entered start date through the entered end date.
Attendance End Date	Entered end date is used to calculate attendance day information from the entered start date through the entered end date.
Include Partial Enrollment	When marked, students who have partial enrollments are included in the report population.
Report Legal Name	When marked, the student's name and gender report from the Protected Identity Information section on the student's Identities record.
Exclude Attendance	When marked, the following fields are zero-filled in the extract: Total Days Attended Total Days Excused Total Days Unexcused Total Possible Attendance Days Habitually Truant Status Total Days Missed Due to Out-of-School Suspensions Mark this checkbox when generating this report for your district's needs. DO NOT mark this checkbox when submitting it to the state.
Exclude Cross-Site Data	When marked, students enrolled as Cross-Site Students at one or more schools are excluded from the report.
Format	The School Association report can be generated in either CSV or HTML formats.
Calendar Selection	At least one calendar needs to be selected in order to generate the report. Reports can be selected by Active Year, School or Year.
Report Generation	The 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

Select the School Association from the Report Type field.
Select the desired Report Format.
If desired, select students from an existing Ad hoc Filter.
Enter the desired Effective Date, Attendance Start Date and Attendance End Date.
Mark the Include Partial Enrollment checkbox, if desired.
Mark the Report Legal Name checkbox, if desired.
Mark the Exclude Attendance checkbox, if desired.
Mark the Exclude Cross-Site Data checkbox, if desired.
Select the Format of the report.
Select the Calendar(s) from which to report information.
Click the Generate Extract button or use the Submit to Batch button. The report displays in the desired format.

Screenshot of the HTML Format of the School Association Extract School Association - HTML Format

Screenshot of the CSV Format of the School Association Extract School Association - CSV Format

Report Layout

Data Element	Description	Location
District Code	The number assigned to a school district by the state department of education. Numeric, 4 digits	District Information > State District Number District.number
SASID	A unique number assigned to a student by the Department of Education. Numeric, 10 digits	Demographics > Person Identifiers > Student State ID Person.stateID
School Code	Reports the School of Accountability. When that field is not populated on the enrollment record reports the State School Number. When both fields are null, reports 0000. When the Enrollment Start Status is 00 and the Enrollment End Status is 40, reports 0000. Numeric, 4 digits	Enrollments > State Reporting Fields > School of Accountability Enrollment.resident School
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.legal LastName
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 Date	Student's date of birth. Date field, 8 characters (MMDDYYYY)	Demographics > Person Information > Birth Date Identities > Identities Editor > Birth Date Identity.birthDate
School Entry Date	Student's start date of enrollment. When the Enrollment Start Status is 00 and the Enrollment End Status is 40, this field reports 00000000 (8 zeros). Date field, 8 characters (MMDDYYYY)	Enrollments > General Enrollment Information > Start Date Enrollment. startDate
Entry Grade Level	Student's grade level of enrollment. Numeric, 3 digits	Grade Level Setup > State Grade Level Calendar.stateGradeLevel
School Entry Type	Student's start status of enrollment. When the start status is not populated, the field reports blank. Numeric, 2 digits	Enrollment > General Enrollment Information > Start Status Enrollment.startStatus
School Exit Date	Student's end date of enrollment. When the student does not have a withdrawal date, field reports 00000000 (8 zeros). When the Enrollment Start Status is 00 and the Enrollment End Status is 40, this field reports 00000000 (8 zeros). Date field, 8 characters (MMDDYYYY)	Enrollment > General Enrollment Information > End Date Enrollment.endDate
School Exit Type	Student's end status of enrollment. When there is no end status, field reports 00. When the Start Status is 00, this field reports from the End Status. Numeric, 2 digits	Enrollment > General Enrollment Information > End Status Enrollment.endStatus
Retention Code	Indicates whether the student was promoted, demoted or retained following the end of the enrollment record. Reports a value of 1 when the End Action field is R: Retain on the reporting enrollment AND the Post Secondary Program Next Year check box is not marked. Reports a value of 2 when the End Action field is R: Retain on the reporting enrollment AND the Post Secondary Program Next Year check box is marked, regardless of Special Education status. Reports a value of 3 when the End Action field is R: Retain AND student is receiving Special Education services (defined as the student has an active Special Education Status of IEP = Yes during the reporting period or the student has an active IEP during the reporting period) AND the student's State Grade Level Code is 120: Grade 12 AND the student's reporting enrollment has an End Status of 27 or 90. A value of 0 reports for all other situations. Numeric, 1 digit	Enrollment > General Enrollment Information > End Action Enrollment.endAction Enrollments > State Reporting Fields > Post Secondary Program > Post Secondary Program Next Year Enrollment.Ascent Enrollments > Special Ed Start Date, Special Ed Exit Date, IEP Enrollment.spedStartDate Enrollment.spedExitDate Enrollment.specialEdStatus Special Ed Documents > IEP
Pupils Attendance Information	Indicates the type of school and education the student is attending. Numeric, 2 digits	Enrollment > State Reporting Fields > Pupil Attendance Enrollment.stateAid
County Code of Residence for Joint School Districts	Indicates the student's county of residence. Numeric, 2 digits	Enrollment > State Reporting Fields > Resident County Enrollment.servingCounty
District Parents Residence	Reports the district code when the Resident District or State Field is populated with a 4-digit code. Otherwise, reports a value of 0000. Numeric, 4 digits	Enrollment > State Reporting Fields > Resident District Enrollment.residentDistrict
Parents Residence for Non-Resident Student Country	Indicates the student's 3-digit resident country. Alphanumeric, 3 digits	Enrollment > State Reporting Fields > Resident District Enrollment.residentDistrict
Parents Residence for Non-Resident Students State	Indicates the student's resident 2-character state (CO, WY, etc.). Alphanumeric, 2 characters	Enrollment > State Reporting Fields > Resident District Enrollment.residentDistrict
Public School Finance Act Funding Status	Indicates the type of state funding the student receives. When the Funding Code field is not populated, value reports 80. Numeric, 2 digits	Enrollments > State Reporting Fields > Funding Code Enrollment.stateFunding Code
Date First Enrolled in the US	Reports the Date Enrolled in US when the value is a valid date in MMDDYYYY format. When the Student Grade fieled reportts a value of 004, this field reports 00000000. Otherwise, this field reports 00000000. Date field, 8 characters (MMDDYYYY)	Enrollments > State Reporting Fields > Date Enrolled in US Enrollment.enrollInUS
Primary School	Reports the student's Enrollment Service Type: Reports 1 when service type is P: Primary. Reports 0 when service type is S: Partial. Reports 0 when service type is N: Special Ed Services. Numeric, 1 digit	Enrollments > General Enrollment Information > Service Type Enrollment.serviceType
Innovative Learning Opportunities Pilot	Reports the value selected from the ELO record that was active during the reporting period. Acceptable values are 0, 1 or 2. When a student does NOT have an ELO record, a value of 0 reports. Numeric, 1 digit	Extended Learning Opportunities > Innovative Learning Opportunities Pilot ExtendedLearningOpportunity.programType
Program Participations: Expelled Education	Indicates the student participates in special programs due to being expelled. Reports 1: Behavior Resolution Code is 04, 05, 08, or 13. The Behavior Resolution Expulsion Service Provided checkbox is marked. The Behavior Resolution Start Date is ON or BEFORE the Effective Date of the Report. When the Resolution Start Date is Null, the Resolution Assigned Date must be ON or BEFORE the Effective Date of the Report. The Behavior Resolution End Date is ON or AFTER the Effective Date of the report. Reports 0 when the Behavior Resolution End Date is BEFORE the Effective Date of the report. Numeric, 1 digit	Behavior > Behavior Resolution > Behavior Resolution Behavior.resolution
Home Based Education	Indicates the student is home schooled and receives some services from the districts. Reports 1 when the Home Based Education checkbox is marked; reports 0 when the Home Based Education checkbox is NOT marked. Numeric, 1 digit	Enrollments > State Reporting Fields > Home Based Education Enrollment.homeBasededucation
Gifted General Intellect Ability	Reports a value of 1 when the Gifted General Intellect field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason1
Gifted Creativity or Productive Thinking	Reports a value of 1 when the Gifted Creativity field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digi	Special Ed Documents > PLP SEPlan.meetingReason2
Gifted Leadership Abilities	Reports a value of 1 when the Gifted Leadership field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason3
Gifted Reading	Reports a value of 1 when the Gifted Reading field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason4
Gifted Writing	Reports a value of 1 when the Gifted Writing field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason5
Gifted Math	Reports a value of 1 when the Gifted Math field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason6
Gifted Science	Reports a value of 1 when the Gifted Science field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason7
Gifted Social Studies	Reports a value of 1 when the Gifted Social Studies field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason8
Gifted World Language	Reports a value of 1 when the Gifted World Language field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason9
Gifted Visual Arts	Reports a value of 1 when the Gifted Visual Arts field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.meetingReason10
Gifted Performing Arts	Reports a value of 1 when the Gifted Drama and Theater field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.rightsCheck17
Gifted Musical	Reports a value of 1 when the Gifted Musical field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.rightsCheck18
Gifted Dance	Reports a value of 1 when the Gifted Dance field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.hearingCheck
Gifted Psychomotor	Reports a value of 1 when the Gifted Psychomotor field is marked on the PLP form as of the effective date. Otherwise, a value of 0 (zero) reports. Numeric, 1 digit	Special Ed Documents > PLP SEPlan.visionCheck
Non-School Program	Reports the value entered in the Non-School Program field. Numeric, 2 digits	Enrollments > Non-School Program Enrollment.nonSchoolProgram
Total Days Attended	Reports the total number of days the student attended school based on the Attendance Start Date and Attendance End Date fields populated on the Report editor. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. For each student in the report population, total the minutes present for each day. Periods with attendance codes that are Absent/Exempt count as present time. Divide the total number of present minutes by the total number of minutes for which the student was scheduled that day to get the days attended. A student who is present for all scheduled minutes reports as 1.0 days; a student who is present for 180 minutes out of a scheduled 360-minute day reports as 0.5 days. Sum the result for the student for each instructional day in the calendar (all 1.0 and 0.5 days). When there is no attendance, a value of 0.0 reports. Numeric, 4 digits (XXX.X)	Attendance
Total Days Excused	Reports the total number of days the student was marked Absent/Excused based on the Attendance Start Date and Attendance End Date fields populated on the Report editor. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. For each student in the report population, total the minutes of excused absence for each day. Periods with Attendance codes of Absent/Excused are counted. Divide the total number of excused absence minutes by the total number of minutes for which the student was scheduled that day. Sum the results for the student for each instructional day in the calendar (all 1.0 and 0.5 days). When there is no attendance, a value of 0.0 reports. Numeric, 4 digits (XXX.X)	Attendance
Total Days Unexcused	Reports the total number of days the student was marked Absent/Unexcused based on the Attendance Start Date and Attendance End Date fields populated on the Report editor. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. For each student in the report population, total the minutes of unexcused absence for each day. Periods with Attendance codes of Absent/Unexcused, Absent/Unknown, and Absent/No Excuse (teacher-entered absences) are counted. Divide the total number of unexcused absence minutes by the total number of minutes for which the student was scheduled that day. Sum the results for the student for each instructional day in the calendar (all 1.0 and 0.5 days). When there is no attendance, a value of 0.0 reports. Numeric, 4 digits (XXX.X)	Attendance
Total Possible Attendance Days	Reports the student's total possible days of attendance, using the value reported in Total Days Attended, Total Days Excused and Total Days Unexcused fields based on the Attendance Start Date and Attendance End Date fields populated on the Report editor. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. Numeric, 4 digits (XXX.X)	Attendance
Habitually Truant Status	Reports the student's habitually truant status based on the Attendance Start Date and Attendance End Date fields populated on the Report editor: A value of 1 reports when a student is Truant Four or More Days in a Month: Students ages 6-16, with 4 or more days of absence in at least one calendar month. Unexcused absences are calculated as noted above (see Total Days Unexcused). The number of days of unexcused absences for each calendar month is summed. A value of 2 reports when the student is Truant Ten or More Days in a School Year: Students ages 6-16, who have 10 or more days of unexcused absence in the year but who do not have 4 or more days of unexcused absence in any one calendar month. Unexcused absences are calculated as noted above (see Total Days Unexcused). The number of days of unexcused absence for each student in the year is summed. A value of 3 reports when a student is Truant for Both Conditions: Unexcused absences are calculated as noted above (see Total Days Unexcused). The total number of days of unexcused absence for each student in the year is summed. When the student does not meet the requirements of habitually truants, a value of 0 reports. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. Numeric, 1 digits	Attendance
Total Days Missed Due to Out of School Suspensions	Reports the number of school days the student was absent due to a suspension based on the Attendance Start Date and Attendance End Date fields populated on the Report editor. The Duration in School Days field on Behavior Resolutions is summed for the entire calendar where the State Resolution Code is 12. When the Exclude Attendance checkbox is marked on the Report Editor, this field is zero-filled. Numeric, 3 digits	Behavior
Post Secondary Program Enrollment	Reports the code assigned to the Post Secondary Program in which the student is enrolled and may earn college credit for participation. Numeric, 2 digits	Enrollments > State Reporting Fields > Post Secondary Program Enrollments.pseo`
Independent Study Course	Reports a value of 1 when the student has at least one section/course where the Independent Study Course option is selected from the Alternative Instruction Course field. This reports from the Alternative Instruction Course Override field on the Section Information editor when populated. Otherwise, it reports from the Alternative Instruction Course field on the Course Information editor.	Section Information > Alt Instruction Course Override > 1. Independent Student Course Course.altInstructionOverride Course Information > Alternative Instruction Course > 1. Independent Student Course Course.altInstruction
Work-Based Learning Opportunity Course	Reports a value of 1 when the student has at least one section/course where the Work-Based Learning Opportunity Course option is selected from the Alternative Instruction Course field. This reports from the Alternative Instruction Course Override field on the Section Information editor when populated. Otherwise, it reports from the Alternative Instruction Course field on the Course Information editor.	Section Information > Alt Instruction Course Override > 2. Work-Based Learning Opportunity Course Course.altInstructionOverride Course Information > Alternative Instruction Course > 2. Work-Based Learning Opportunity Course Course.altInstruction
Blended Learning Course	Reports a value of 1 when the student has at least one section/course where the Blended Learning Course option is selected from the Alternative Instruction Course field. This reports from the Alternative Instruction Course Override field on the Section Information editor when populated. Otherwise, it reports from the Alternative Instruction Course field on the Course Information editor.	Section Information > Alt Instruction Course Override > 3. Blended Learning Course Course.altInstructionOverride Course Information > Alternative Instruction Course > 3. Blended Learning Course Course.altInstruction
Supplemental Online Course	Reports a value of 1 when the student has at least one section/course where the Supplemental Online Course option is selected from the Alternative Instruction Course field. This reports from the Alternative Instruction Course Override field on the Section Information editor when populated. Otherwise, it reports from the Alternative Instruction Course field on the Course Information editor.	Section Information > Alt Instruction Course Override > 4. Supplemental Online Course Course.altInstructionOverride Course Information > Alternative Instruction Course > 4. Supplemental Online Course Course.altInstruction

Student Interchange - School Association (Colorado)