Student Program (GQ) (Ohio)

Last Modified on 12/18/2024 8:36 am CST

Tool Search: OH Extracts

The Ohio Student Program (GQ) extract reports all programs/services a student is participating in and/or receiving during the corresponding Reporting Period and Date Range. The extract includes programs for students with an active enrollment record during the selected calendar and a null program End Date and/or a program Start Date within the Date Range entered on the extract editor. Programs with an end date within the Date Range entered on the extract editor will report.

There is no limit to the amount of programs in which a student can participate. If a student withdraws from a program during the school year, the program code for the student will still report.

Screenshot of the student program (GQ) extract editor. Student Program (GQ) Extract Editor

Report Logic

The following report logic is true for each Program type. For all program types, data reports from the most recent Enrollment with a Service Type of P or N.

Program TypeReporting Logic
Programs - Record Reporting
  1. Report all active and inactive programs found within the Date Range entered on the extract editor. Programs with no End Date or an End Date within the Date Range should report. Most recent enrollment with Service Type = P or N should report.
  2. Program must have State Reported selected
    1. Student Information > Program Participation > Programs
    2. Student Information > Program Participation > State Programs > ESY
    3. program admin > programs > programs
Flags - Record Reporting
  1. Report all active and inactive flags found within the Date Range entered on the extract editor. Flags with no End Date or an End Date within the Date Range should report. Most recent enrollment with Service Type = P or N should report.
  2. Flag must have State Reported selected
    1. stu info > general > Flags
    2. program admin > Flags
LEP Services - Record Reporting
  1. Report all active and inactive services found within the Date Range entered on the extract editor. Programs with no End Date or an End Date within the Date Range should report. Most recent enrollment with Service Type = P or N should report.
  2. Service must have a State Service Type = 235014, 235015, 235017, 235019, 235021, 235099, 235023, 235025
    programs > LEP Setup > State Service Type
PLP Services - Record Reporting
Report all Services found within the Date Range entered on the extract editor. PLP must be locked to report records. Most recent enrollment with Service ## Type = P or N should report.
  1. Type of service must be = Normal Service
  2. State Code of service must be = NOT NULL
  3. sys admin > PLP > services > Type, State Code
    Program Code = State Code
Course Roster - Record Reporting
Report all students rostered in courses within the Date Range of the extract editor that have a Program Code = NOT NULL. Students in this category can report from enrollments with a Service Type = P, N or S. This is the only category that can report from partial enrollments.
  1. course > course info > Program Code
State Seal Information - Record Reporting
  1. State Seal Information: Student Info > General > Graduation > State Seal Information
    1. Report a record if student is enrolled in the selected calendar(s) for one or more days during the date range entered in the Extract Editor (most recent enrollment with Service Type = P or N)
      1. Any seal status is (IP), THEN report the Student Plans to Earn Value Code 
      2. Any seal status is (C), THEN report the Seal Earned Code
      3. When Status is (NC) or Blank, do not report
  2. Academic Program: Student Info > Academic Planning > Academic Programs > New Academic Program
    1. Report all active and inactive academic programs found within the Date Range entered on the extract editor. Academic Programs with no End Date or an End Date within the Date Range should report. Most recent enrollment with Service Type = P or N should report
    2. Academic Program must have State Reported selected
    3. Report State Code
      1. Program Administration > Programs > >Academic Programs > State Code
Record Reporting - DuplicatesOnly unique records are reported in the extract.
  1. Records with the same code, report only one unique record, with unique code
  2. Duplicate codes should not report.
SPED Services
  1. If third party SPED integration is set up then:
    1. Make API call 
    2. Set parameters
      1. When calendar is selected, the fiscal year associated with the calendar and the building number should be passed through API.
      2. When reporting period is selected, the reporting period should be passed through API.
      3. When start and/or end dates are entered, start and end dates should be passed through API.
      4. When ad hoc filter is selected, the EMIS Student ID numbers should be passed in the filter though API.
    3. Extract data
    4. Each record returned would create one record in the report. 
    5. Records are matched with campus data on EMIS Student ID number 
  2. If third party SPED integration is not set up then follow existing/Infinite Campus documentation
    1. Report a record if...
    2. Note: SPED Service Codes, 211001: Alternative Placement and 220100: Preschool Special Education Itinerant Services, report if there is an active flag (211001 or 220100), found within the Date Range entered on the extract editor. Follows logic for Flags or Programs above.
Special Ed - Related Services
  1. Report the State Code of all active and inactive programs found within the Date Range entered on the extract editor. Related Services with no End Date or an End Date within the Date Range should report.
  2. Service must be mapped to a State Code
    1. Student Information > Special Ed > Documents > Related Services > Type of Service
    2. System Administration > Special Ed > Services > State Code
Transportation as a Related Service
  1. IEP > Transportation as a Related Service
  2. Reports a "215021" (in Program Code) record when "Does the child require special transportation" = Yes

If the district has configured a vertical reporting connection with SameGoal and Pull data from SPED product integration is marked on the extract editor, data for Special Ed programs report from SameGoal rather than from documents created in Campus. 

When generating a report, applicable data is reported from a single source: either Campus-managed special education documents or from SameGoal. Data cannot be reported from both sources in a single report. Best practice is to manage special education documents either all in Campus or all in SameGoal.

See the SameGoal FAQ article for answers to commonly-asked questions about SameGoal connections. 

The Employee ID field is required for students reported with the following:
• 305003 Career Assessment program code
• 206xxx series of Gifted program codes
• 220100 Preschool Itinerant Services

In addition, if a district contracts with an EMIS reporting entity, such as an ESC, to provide any services or programs to students, the IRN of the entity providing the service should be reported in then Program Provider IRN element.

Report Editor

The following table describes the options available in the extract editor.

Editor Field

Description

Extract Type

The type of extract being generated. In this case, select Student Program (GQ). 

Reporting Period

Indicates when the report is being submitted. Options are:

  • A: Assessment

  • C: Calendar

  • D: March

  • G: Graduate

  • L: Staff/Course

  • R: Grad Requirement

  • S: Student

Date Range

The dates which determine which student enrollments will appear on the report, based on the Start and End Dates of enrollments within the selected calendar(s). The first date defaults to 07/10 of the calendar start year.

Staff IDAllows users the determine the Staff ID number to include in the report: Local Staff Number (Default) or Staff State ID. The extract defaults to reporting the Local Staff Number.

Format

The format in which the report will generate. Options are State Format (Fixed width), HTML, CSV and XML. Use HTML, CSV or XML formats for data review and verification and State Format for submission to the State.

Ad hoc Filter

Select a previously created Ad hoc Filter to limit which students appear in the report. Filters are created in the Filter Designer.

Calendar(s)

Students enrolled in the selected calendar(s) will appear in the report.

Generating the Extract

  1. Select the Student Program (GQ) Extract Type.
  2. Select the Reporting Period.
  3. Indicate if the extract should Pull data from SPED product integration if desired. See the SameGoal Integration article for more information.
  4. Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date.
  5. Use the State ID drop-list to select the Staff Number to report: Local Staff Number (Default) or Staff State ID. The extract defaults to Local Staff Number.
  6. Select the extract Format. For submission to the state, select the State Format (Fixed width) option. To review data prior to submitting to the state, select any of the other available options.
  7. Select which calendar(s) to include within the extract.
  8. Select an Ad hoc Filter, if applicable.
  9. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate. If generating multiple extracts at a time (after Campus.1921), requests can only be submitted to the Batch Queue.

Users have the option of submitting a Student Program report 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.

Extract Layout

If the district has configured a vertical reporting connection with SameGoal and Pull data from SPED product integration is marked on the extract editor, data for Special Ed programs report from SameGoal rather than from documents created in Campus. 

Element Name

Description

Campus Interface

Filler

7 characters


Filler

1 character


Sort Type

This field will always report a value of GQ for the Student Program (GQ) Extract.


Alphanumeric 2 characters

N/A


Not Dynamically Stored

Filler

1 character


Fiscal Year

The Fiscal Year determined by the end year of the current school year (i.e., 2009 for the 2008-2009 school year).


YYYY, 4 characters

System Administration > Calendar > School Year > End Year

Reporting Period

The reporting period in which data is being pulled.


Alphanumeric 1 character

OH State Reporting > OH Extracts > Reporting Period


Not Dynamically Stored

Building IRN

The building of instruction’s state assigned six-digit information retrieval number (IRN).

This field will report the Building IRN Override. If null, this field will report the State School Number.


Alphanumeric 6 characters

Student Information > General > Enrollments > State Reporting Fields > Building IRN Override OR System Administration > Resources > School > School Detail > State School Number


Enrollment.buildingIRNOverride;
enrollmentOH.smtIRNOverride

EMIS Student ID Number

The locally determined EMIS student ID number.


Alphanumeric 9 characters

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Program Code

The student’s assigned Program Code.


Programs Tab 
Report Code


Flags Tab
Report Code


PLP Services
Report State Code


EL Services
Report State Service Type code from EL Setup


Course Rosters
Report Program Code from course editor


State Seal Information

  1. If State Seal = Biliteracy, report Language code
    1. Else, report State Seal code

Special Ed - Related Services
Report State Code

Transportation as a Related Service
IEP > Transportation as a Related Service
Reports "215021" when "Does the child require special transportation" = Checked


Pad with left leading zero(s) if necessary


Only programs designated as “State Reported” will be included on the Student Program (GQ) extract.


Alphanumeric 6 characters

Student Information > General > Flags

Student Information > PLP > General > Documents > PLP Services


Student Information > Program Participation > English Learners (EL) > EL Services > State Service Type

Course > Program Code


Student Information > General > Graduation > State Seal


Course.programCode
ProgramParticipation.programID; Program.stateReported; Enrollment.specialEdSetting

Employee ID

Reports based on the Staff ID selection made on the extract editor:
  1. If ProgramCode = 206XXX, report Staff Number.
  2. Pad with left leading zero(s) if necessary.
  3. If Program Staff is null, report blank space
  4. Else, report blank space. 

Alphanumeric 9 characters

Census > People > Identity > Local Staff Number


Census > People > Identity > Staff State ID


Person.staffNumber

Filler

 6 characters

 

Program Provider IRN

The district IRN of the of the entity in contract with the reporting school district.


Programs Tab

Report Location. If NULL, report ******.


Flags Tab

Report Location. If NULL, report ******.


Course Tab

Report Program Provider IRN. If NULL, report ******.


Alphanumeric 6 characters

Student Information > General > Programs > Program Participation Detail > Location OR System Administration > Resources > District Information > State District Number OR Scheduling > Courses > Course > Program Provider IRN


ProgramParticipation.location
Course.programProviderIRN

Program Enrollment Start Date

First day a student is enrolled in a program where dates are required.


Report 00000000.


Exception
If ProgramCode = 220100, report Start Date of program.


YYYYMMDD, 8 characters

Student Information > General > Programs > Program Participation Editor > Program Participation Detail > Start Date


ProgramParticipation.startDate

Program Enrollment End Date

Last day a student is enrolled in a program where dates are required.


Report 00000000.


Exception
If ProgramCode = 220100, report End Date of program.


YYYYMMDD, 8 characters

Student Information > General > Programs > Program Participation Editor > Program Participation Detail > End Date


ProgramParticipation.endDate

Filler

226 characters


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