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.
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 Type | Reporting Logic |
|---|---|
| Programs - Record Reporting |
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| Flags - Record Reporting |
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| LEP Services - Record Reporting |
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| 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.
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| 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.
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| State Seal Information - Record Reporting |
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| Record Reporting - Duplicates | Only unique records are reported in the extract.
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| SPED Services |
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| Special Ed - Related Services |
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| Transportation as a Related Service |
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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:
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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 ID | Allows 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
- Select the Student Program (GQ) Extract Type.
- Select the Reporting Period.
- Indicate if the extract should Pull data from SPED product integration if desired. See the SameGoal Integration article for more information.
- Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date.
- 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.
- 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.
- Select which calendar(s) to include within the extract.
- Select an Ad hoc Filter, if applicable.
- 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 Year | 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). 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; |
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. For Course Roster reporting, reports the Program Code entered on the Course. For State Seal reporting, reports based on the State Seal Information on the Graduation tab. Different codes report for each Seal based on the student's Seal Status. If the student has earned the Seal and the State Seal Status is C: Complete, the code reports from the first column of the table. If the student plans to earn the Seal and the State Seal Status is IP: In Progress, the code reports from the second column of the table. If the State Seal Status is NC or blank, a value does not report. Only records with a unique Status are reported. For Special Ed - Related Services, reports the State Code entered on the Course. For Transportation as a Related Service, reports, 215021 when "Does the child require special transportation" = Checked Pad with left leading zero(s) if necessary
Alphanumeric 6 characters | Scheduling > Courses > Course > Program Code AND System Administration > Student > Programs > Program Detail > State Reported AND/OR Student Information > General > Enrollments > Special Ed Fields > Special Education Setting OR Student Information > General > Graduation > State Seal Information Course.programCode |
Employee ID | Reports based on the Staff ID selection made on the extract editor:
Alphanumeric 9 characters | Census > People > Identity > Local Staff Number Census > People > Identity > Staff State ID Person.staffNumber |
Filler | 6 characters |
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Program Provider IRN | The district IRN of the of the entity in contract with the reporting school district. For Course Roster reporting, reports the Program Provider IRN from the Course tab. For Programs Tab reporting, reports the Location. 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 |
Program Enrollment Start Date | The first day the student is enrolled in a reported program if the Program Code is 220100. Otherwise reports as 00000000. YYYYMMDD, 8 characters | Student Information > General > Programs > Program Participation Editor > Program Participation Detail > Start Date ProgramParticipation.startDate |
Program Enrollment End Date | The last day a student is enrolled in a reported program if the Program Code is 220100. Otherwise reports as 00000000. YYYYMMDD, 8 characters | Student Information > General > Programs > Program Participation Editor > Program Participation Detail > End Date ProgramParticipation.endDate |
Filler | 226 characters |
