Tool Search: Student Interchange
The Student Layout Report (also referred to as Student Demographics) captures and verifies attributes of the student while the student was enrolled in the district for the selected school year. One record per student reports for enrollments at any point during the selected school year.
Student Layout ExtractRead - 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 not included in this report when:
- Enrollment records are marked as No Show
- Enrollment records are marked as State Exclude.
- Enrollment Grade Level has a Kindergarten Schedule mapped to 002: Infant.
- Grade levels are marked as State Exclude.
- Calendars in which the student is enrolled are marked as State Exclude.
Data reports from the most recent Primary enrollment as of the entered Effective Date. When a student has more than one primary enrollment, the latest start date is used. When the start dates are the same, the enrollment with the highest enrollment ID is used.
- When a student has no active primary enrollment, data reports from most recent enrollment.
- When the student has multiple active primary enrollments in the same school, data reports from the latest start date. When the start dates are the same, the enrollment with the highest enrollment ID is used.
- When the student has multiple active primary enrollments in different schools, a record reports for each primary enrollment in each school when schools are selected individually for reporting. When all schools or each school is selected at the same time, one record reports. Users need to decide what enrollment should report or select every school of enrollment for one record to generate.
- When the student's first enrollment start date is AFTER the effective date entered in the extract editor, the student does not report.
Report Editor
| Field | Description |
|---|---|
| Report Type | Selection determines the Student Interchange report that is generated. Choose Student Layout. |
| Report Format | Selection indicates which layout of the report generates. When choosing a 2023-2024 calendar, choose the 2023-2024 Format. When choosing a 2024-2025 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 with the current date and is used to report eligibility status for FRAM and ESL programs, and to verify the student's enrollment start date is after the effective date, as detailed in the Report Logic section. |
| Report Legal Name | When marked, the student's name and gender report from the Protected Identity Information section on the student's Identities record. |
| Format | The Student Layout report can be generated in either CSV or HTML formats. |
| Calendar Selection | At least one calendar needs to be selected 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 Student Layout option from the Report Type field.
- Select the correct Report Format.
- If desired, select students from an existing Ad hoc Filter.
- Enter the desired Effective Date.
- Mark the Report Legal Name, 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.
Student Layout Report, HTML Format
Student Layout Report, 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 |
| LASID | A unique number assigned to a student by the local school district. Numeric, 10 digits | Demographics > Person Identifiers > Student Number Person.studentNumber |
| 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 |
| Middle Name | Reports the student's middle name. When there is no middle name, field reports NMN. When the Report Legal Name checkbox is marked, the student's Middle Name reports from the Legal Middle Name field. Alphanumeric, 30 characters | Demographics > Person Information > Middle Name Identity.middleName Identities > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
| 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.
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 or Identities > Identities Editor > Birth Date Identity.brithDate |
| Hispanic Latino Ethnicity | Indicates the student is of Hispanic/Latino ethnicity. Reports 1 when the Hispanic checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > Hispanic/Latino or Identities > Identities Editor > Hispanic/Latino Identity.hispanicEthnicity |
| American Indian Alaska Native | Indicates the student is of American Indian or Alaska Native ethnicity. Reports 1 when the American Indian checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > American Indian or Alaska Native Identities > Identities Editor > American Indian Alaska Native RaceEthnicity.code |
| Asian | Indicates the student is of Asian ethnicity. Reports 1 when the Asian checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > Asian Identities > Identities Editor > Asian RaceEthnicity.code |
| Black or African American | Indicates the student is Black or African American ethnicity. Reports 1 when the Black or African American checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > Black or African American Identities > Identities Editor > Black or African American RaceEthnicity.code |
| White | Indicates the student is White. Reports 1 when the White checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > White Identities > Identities Editor > White RaceEthnicity.code |
| Native Hawaiian or Other Pacific Islander | Indicates the student is White. Reports 1 when the Native Hawaiian or Other Pacific Islander checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Demographics > Race/Ethnicity > Native Hawaiian or Other Pacific Islander Identities > Identities Editor > Native Hawaiian or Other Pacific Islander RaceEthnicity.code |
| School Food Service Eligibility | Reports the status of the student receiving free or reduced meals.
When the Effective Date falls within the first 30 days of the school year AND the student does not have a FRAM Eligibility Record within the current school year, the most recent FRAM Eligibility record is used to determine the Eligibility Status. Numeric, 2 digits | Enrollment > State Reporting > Migrant Enrollment.migrant Homeless > Homeless Homeless.homelessServed Eligibility > Eligibility Detail > School Year, Start Date, End Date, Eligibility FRAM.framEligibility |
| Free Lunch Eligibility | Reports whether the student is eligible for free lunches.
| Enrollment > State Reporting > Migrant Enrollment.migrant Homeless > Homeless Homeless.homelessServed Eligibility > Eligibility Detail > School Year, Start Date, End Date, Eligibility FRAM.framEligibility |
| Section 504 Handicapped | Reports the student's Section 504 status. Reports 1 when the student has an active Section 504 record on the entered effective date; otherwise, reports 0. Numeric, 1 digit | Section 504 Section504.section504ID |
| Immigrant | Reports the student's Immigrant status. Reports 1 when the Immigrant checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Enrollments > State Reporting Fields > Immigrant Enrollment.immigrant |
| Languages | Reports the student's Home Primary Language. When no language is selected, reports 'eng'. Alphabetic, 3 characters | Identities > Home Primary Language Identity.homePrimaryLanguage |
| Disabilities Primary | Reports the student's primary disability. When the student has a value in the Disability Type field AND any date during the school year that falls within the Special Education Start Date and End Date, the Disability Type value reports. When there is no Disability Type, the IEP is used to report the Primary Disability. When the student has an active and locked IEP at any time during the school year, the Primary Disability reports from the After Meeting Status field on the Enrollment Status editor on the IEP. When there is no IEP, a value does not report. Otherwise, a value of 00 reports. Numeric, 2 digits | Enrollments > Special Ed Fields > Disability Type Enrollment.disability Enrollments > Special Ed Fields > Special Ed Start Date, Special Ed Exit Date Special Ed Documents > IEP > Enrollment Status > After Meeting Status Plan.disability |
| Attends District Funded HSED Program | Reports the student's participation in a GED program. Reports 1 when the GED checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Enrollments > State Reporting Fields > GED Instruction Enrollment.ged Instruction |
| Homeless Situation | Reports whether the student has an active Homeless record on the entered Effective Date. The value selected on the Homeless record reports; when no selected value, reports 0. Numeric, 1 digit | Homeless Homeless.homelessServed |
| Cause of Housing Crisis | Reports the value selected in the Cause of Housing Crisis field from the student's Homeless record when the Homeless record is active on the entered Effective Date. The value selected on the Homeless record reports. When there is no selected value, reports 00. Numeric, 2 digits | Homeless > Cause of Housing Crisis Homeless.causeOf HousingCrisis |
| Additional Cause of Housing Crisis | Reports the value selected in the Additional Cause of Housing Crisis field from the student's Homeless record when the Homeless record is active on the entered Effective Date. The value selected on the Homeless record reports. When there is no selected value, reports 00. Numeric, 2 digits | Homeless > Additional Cause of Housing Crisis Homeless.causeOfHousingCrisis2 |
| Primary Nighttime Residence | Reports the value selected in the Primary Nighttime Residence field from the student's Homeless record when the Homeless record is active on the entered Effective Date. The value selected on the Homeless record reports. When there is no selected value, reports 00. Numeric, 2 digits | Homeless > Primary Nighttime Residence Homeless.primaryNightTimeResidence |
| Language Proficiency | Reports the student's most recent EL status as noted on the EL Services Record where the End Date is greater than or equal to the Effective Date on the Extract editor. Reports 1 when EL Services is ESLNEP or BLINEP. Reports 2 when EL Services is ESLLEP or BLILEP. Reports 4 when the student does not have a current or historical EL Services Record with any state-defined code AND a Home Primary Language that is NOT English. Service Records that start after the entered effective date are not included. When the student has an active EL record with an End Date that is null or equal to or after the Effective Date, the following values reports:
District defined services also report when those services are mapped to eligible State Service Type Codes. Numeric, 1 digit | English Learners (EL) > EL Services > Service Type LEP.lepServices |
| Language Instruction Program | Reports the value assigned to the student in the EL Services field for English Learners. When no value is entered, reports a value of 00. Numeric, 2 digits | English Learners > EL Services lep.services |
| Special Education Transition | Indicates the student's placement in special education transition services. Options are:
Numeric, 1 digit | Enrollments > State Reporting Fields > Transition Enrollment.transition |
| CSAP Alternate Assessment Participation | Indicates whether the student participates in the Colorado Alternative Assessment Program. Reports a value of 1 when oAlt Participant checkbox is marked; otherwise, reports 0. Numeric, 1 digit | Enrollments > State Reporting Fields > CoAlt Participant Enrollment.colAltParticipant |
| Military Connected | Reports a value of 1 when the student has a parent with a status of Active Duty: Deployed or Active Duty: Not Deployed when the report effective date is after the Military Connection start date. Numeric, 1 digit | Military Connected > Status ImpactAidEmployment.militaryStatus |
| Military Enlisted | Reports a value of 1 when the student's age at the time of reporting is 17 or older AND the Post Grad Plans field reports a value of MS: Active Military Service. Otherwise, reports a value of 0. Numeric, 1 digit. | Graduation > Post Grad Plans Graduation.postGradPlans |
