Tool Search: OH Extracts

The Student Standing (FS) extract describes the relationship of each student to the reporting district. Student Standing records are reported by a district for all enrolled students, students receiving/received services and/or students for whom the district has fiscal or other reporting responsibility.

Screenshot of the student standing (FS) extract editor. Ohio Student Standing (FS) Extract Editor

If a student’s relationship with the reporting district is changed during the school year, their original Student Standing record is closed and a new record is opened. This means students may have more than one Student Standing record submitted during the reporting period however, only one Student Standing record can be considered open or active. Changes to the following extract elements require a student to begin a new record:

Admission Date
Admission Reason
Assigned Building Area IRN
Attending Building IRN
District Relationship
How Received
How Received IRN
Legal District of Residence
Percent of Time
Sent Reason
Sent to IRN
Sent to Percent of Time
State Student ID
Tuition Type
Withdraw Reason

In order for a record to be considered closed, students must have their corresponding enrollment record End Dated.

Reporting Population Business Rules

#	Requirement
R1	Report enrollments with Service Type = P. Enter specific business rules for the population of the report (selection criteria) here.
R2	The report can be run against a district’s active year as well as any prior year.
R3	The report can be run in District Editions.
R4	The report will be generated in XML and CSV formats as well as a human-readable format (HTML). The XML format is the State Format.
R5	Enter any requirement to produce the file name here.

Calculating Attendance Business Rules

#	Requirement
CA1	Attendance is calculated hourly (Total Minutes / 60) Each attendance field is 6 characters. Attendance Fields are rounded to the hundredth. Do not include the decimal. Format: XXXX.XX
CA2	Attendance is calculated on dates driven by the student's enrollment with a Service Type = Primary. If a student has partial enrollment(s) within the district, attendance will be aggregated daily based upon attendance found on Primary AND Partial enrollments.
CA3	Attendance is calculated based on the a student's schedule. Roster Start and End Dates need to be compared against Enrollment Start and End Dates. Term Start and End Dates need to be compared against Enrollment Start and End Dates. Schedules across multiple enrollments within the same district will be aggregated to create total daily possible membership for the student.
CA4	Scheduled period must be marked as instructional. Do not include Lunch minutes in total period time.
CA5	Course should not be marked 'Exclude from State Reporting'.
CA6	Absence should be subtracted negatively from total possible membership for the day. Subtract period attendance for the following Absence Codes: FS330 - School Year Excused Absence Hours Status = Absent, Excuse = Excused FS340 - School Year Unexcused Absence Hours Status = Absent, Excuse = Unexcused Status = Absent, Excuse = Unknown Do not subtract absence time greater than the total possible membership for the day. If greater, set negative attendance equal to total possible membership.
CA7	If Include Positive Attendance is selected on the extract editor exclude any regular period time associated with the period, and include only attendance marks using the positive attendance tool. Course must be marked with Positive Attendance = selected If Course is marked for positive attendance, do not include any membership minutes from the periods tab. Only include attendance that has been entered in the positive attendance tool.
CA8	Attendance fields will be multiplied against the Enrollment Multiplier for each enrollment that generates attendance.
CA9	Calendar Day must be marked for attendance. Day must be marked as Instructional and Attendance selected.
CA10	Day Events need to be considered when calculating attendance. The following events will override the standard period schedule; instead using the Start Time and End Time on the Day to determine total possible daily membership. If Start Time and End Time = NOT NULL, total daily membership is the time between each time entered on the day. If Start Time = NOT NULL and End Time = NULL, total daily membership is the Start Time through the end time entered on the period schedule. If Start Time = NULL and End Time = NOT NULL, total daily membership is the start time of the period schedule through the End Time entered on the day. If Start Time and End Time = NULL, the day should not be counted towards daily membership. The following Day Events will adjust total possible membership for the day. The day event will pertain to either a shortened day in session or a full day not in session. C_DCMTYTKN - Full day taken for calamity. C_DPLANNED - Full planned day when group is not in session. C_DNOTPLAN - Full unplanned day when group was expected to be in session but was not, excluding calamity days. C_HRSLNGTH - Can be used for a calamity makeup day added to a scheduled day, or for other reasons. C_HSHRTNOP - Hours in session when the day was shortened for an unplanned reason other than weather, such as early dismissals, late starts, or mid-day interruptions. C_HSHRTPLN - Hours in session when the day was shortened for a planned reason other than weather, such as teacher professional days and parent-teacher conference days. Reports days where both students and staff are expected to attend. If a day only includes staff, hours report in Teacher Days code. C_HSHRTWEA - Hours in session when the day was interrupted by weather. C_HRSWKEND - For group that attends on a Sat or Sun that is not in the regular schedule and not reported via C_YWKENDxx, can be make up days, SIG, other Day Events can be applied to all grade levels of the calendar or specific grade level-attendance pattern combinations of the calendar. Day Events with a Value = C_HRSLNGTH (for example) will apply to all grade levels in the calendar. Day Events with a Value = C_HRSLNGTHXXNN will apply to the specific grade level-attendance pattern combination. Where Local Grade Name = XX and Attendance Pattern = NN Specific day event grade level-attendance pattern combinations need to match the Local Grade Level-Attendance Pattern combination found on the student's enrollment for the student to be included within the day event.

Generating the Extract

Select Student Standing (FS) as the Extract Type.
Select the Reporting Period.
Enter a Date Range in mmddyyyy format or by clicking the calendar icons and selecting dates. These dates determine which student enrollments are reported, 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.
Enter a Membership Begin Date to indicate the Effective Start Date.
Select the Format in which the report should 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.
Indicate which Calendar(s) should appear in the report.
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 Standing 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

Element Name	State Definition and Business Rules	Data Source GUI Path
Filler
Sort Type	Reports as FS for this extract.
Filler
Fiscal Year	The end year of the reporting school year. Report end year of reporting school year. Example, if reporting for 14-15 school year, report 2015 Date field, 4 digits, YYYY	System Administration > Calendar > School Year > End Year Calendar.endYear
Reporting Period	The Reporting Period selected in the extract editor. Report the code of the Reporting Period. Alphanumeric, 1 character	OH State Reporting > OH Extracts > Student Standing (FS) > Reporting Period Not dynamically stored
District IRN	The state-assigned information retrieval number (IRN) of the district. When (System Admin > Resources > School > School Detail > District IRN Override) NOT = null, reports the value entered into the District IRN Override field. When District IRN Override = null, reports entry in (System Admin > Resources > District Information > District Info > State District Number). Numeric, 6 characters	System Administration > Resources > District Information > State District Number District.number
EMIS Student ID Number	The locally determined EMIS student ID. Report the Student Number. Left pad with leading zero(s) if necessary. Alphanumeric, 9 characters	Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber
Effective Start Date	The first day, inclusive, that the set of all other values on this record are valid. Reporting Instructions: An Effective Start Date must be reported on all records. Students will have a new FS record with a new Effective Start Date in two situations: • When an element on the FS record that causes a prior record to close and a new record to be opened has a change in value, and • When a student is admitted to the district. First Reported FS Record Per Student 1. If Membership Begin Date = NOT NULL and District Entry Reason = 7, report Membership Begin Date 2. If Membership Begin Date = NOT NULL and District Entry Reason = NULL or not 7, and Start Status = 7, report Membership Begin Date 3. If Membership Begin Date = NOT NULL and District Entry Reason = NULL or not 7, and Start Status = not 7, report Start Date. 4. If Membership Begin Date = NULL, report Start Date. All Other Records Report the Start Date. A separate record for each enrollment record where the Start Date falls within the Reporting Date Range should be reported. Date field, 8 characters, YYYYMMDD	Student Information > General > Enrollments > Start Date State Reporting > OH Extracts > Membership Begin Date Enrollment.startDate
Admission Date	The date of the student's first day of attendance at the school. Report District Start Date. If NULL, use the following calculation. Look back to the most recent enrollment with a End Status NOT = or NULL. Then report the start date of the next following enrollment. (the calculation looks back until it finds a code, then moves forward to the next future enrollment and reports the Start Date) Calculation Exception If no code NOT = or NULL is found, report the start date of the oldest enrollment on record for the student. Note: The most recent enrollment considered should be within the Date Range entered on the extract editor Date field, 8 characters, YYYYMMDD	Student Information > General > Enrollments > District Entry Date
Student Admission Reason	Describes how the student arrived at the district. When District Entry Date NOT = null on the most recent enrollment: Report District Entry Reason from most recent enrollment. If District Entry Reason = NULL, report from enrollment that contains FS070 Admission Date within its date range. When District Entry Date NOT = null in the historical enrollment: Report District Entry Reason from historical enrollment. When District Entry Date or District Entry Reason = null, report Start Status from historical enrollment. If no enrollment is found, report 7. State Exclude enrollments are ineligible for consideration. State Exclude enrollments are ineligible for consideration. Alphanumeric, 1 character	Student Information > General > Enrollments > District Entry Reason, Start Status
Effective End Date	The last day all the values on this record are considered valid. Reports as 00000000 if End Date is Null. End Date will only be reported if it is within the extract Date Range. Report the End Date for each enrollment record being reported. If null, report 00000000. Only Report Effective End Dates that fall within the reporting date range. Do not report future dates. Date field, 8 characters, YYYYMMDD	Student Information > General > Enrollments > End Date Enrollment.endDate
Withdrawal Reason	The reason the student withdrew from the school district. Report End Status code. If null, report . SSID Split Record Logic: Report . Only report Withdrawal Reason code if the Effective End Date of the enrollment falls within the reporting date range. Alphanumeric, 2 characters	Student Information > General > Enrollments > State End Status Enrollment.endStatus
SSID	The student's unique state-assigned identifier. All records found prior to the SSID Begin Date (Applies to multiple calendars) Report State ID prior to the current State ID. All records found after the SSID Begin Date Report current State ID. Alphanumeric, 9 characters	Census > People > Demographics > Person Identifiers > State ID Person.stateID
Student Percent of Time	The average percent of time during the week the student participates in any instruction provided by a certified/licensed employee. Report the value entered in District Percent of Time. If null, report "100". Alphanumeric, 3 characters	Student Information > General > Enrollments > State Reporting Fields > District Percent of Time Enrollment.admOverride
Tuition Type	Identifies the student's form of tuition payment. Report Tuition Type code. If student withdrawn, report 78 If null/blank report N. Alphanumeric, 1 characters	Student Information > General > Enrollments > State Reporting Fields > Tuition Type EnrollmentOH.tuitionType
District Relationship	The educational relationship between the student at the district. Report District Relationship code. If null/blank report 1. Alphanumeric, 1 character	Student Information > General > Enrollments > State Reporting Fields > District Relationship Enrollment.districtRelationship
Legal District of Residence	The IRN number of the city/municipal, local or exempted village school district in which the student’s parents reside. Report Legal District of Residence code. If null/blank report District Code from student's Primary address. Numeric, 6 digits	Student Information > General > Enrollments > State Reporting Fields > Legal District of Residence OR Census > People > Households > Address Information > District Enrollment.residentDistrict
Building IRN	The IRN of the building within the district the student attends. Report Building IRN Override, if null report State School Number Numeric, 6 digits	Student Information > General > Enrollments >State Reporting Fields > Building IRN Override OR System Administration > Resources > School > School Editor > State School Number Enrollment.buildingIRNOverride EnrollmentOH.attendanceIRN
Assigned Building Area IRN	The IRN of the building the student would normally attend according to the standard district attendance policy. Report value entered in Assigned Building Area IRN field. If null, report ****** Numeric, 6 digits	Student Information > General > Enrollments > State Reporting Fields > Assigned Building Area IRN Enrollment.assignedBuildingAreaIRN
How Received	Describes how the student arrived at the district. Report Student Status code. If null/blank report . Alphanumeric, 1 character*	Student Information > General > Enrollments > State Reporting Fields > Student Status Enrollment.stateAid
How Received IRN	The district which received the student. Report How Received IRN code. If null, report *****. Numeric, 6 characters*	Student Information > General > Enrollments > State Reporting Fields > How Received IRN Enrollment.servingDistrict
Sent Reason 1	The reason the student was sent to another district. Report Sent Reason 1 code. If null, report NA. Alphanumeric, 2 characters	Student Information > General > Enrollments > State Reporting Fields > Sent Reason 1 Enrollment.servingDistrictStatus
Sent to IRN 1	The district to which the student was sent. Report value entered in Sent To IRN 1 field. If null, report ****** Alphanumeric, 6 characters	Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 1 EnrollmentOH.senttoIRN1
Sent to Percent of Time 1	The average percent of time during the week the student participated in any instruction provided by an employee at a non-EMIS reporting entity. Report value entered in Sent To Percent of Time 1 field. If null, report 000. Alphanumeric, 3 characters	Student Information > General > Enrollments > State Reporting Fields > Sent to Percent of Time 1 EnrollmentOH.sentToPercentofTime1
Sent Reason 2	The reason the student was sent to a second district. Report Sent Reason 2 code. If null, report NA. Alphanumeric, 2 characters	Student Information > General > Enrollments > State Reporting Fields > Sent Reason 2 EnrollmentOH.sentReason2
Sent to IRN 2	The district the student is sent if the student is simultaneously being sent to a second district. Report value entered in Sent To IRN 2 field. If null, report *****. Alphanumeric, 6 characters*	Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 2 EnrollmentOH.senttoIRN2
Sent to Percent of Time 2	The average percent of time for a week the student participated in any instruction provided by an employee at a non-EMIS reporting entity. Report value entered in Sent To Percent of Time 2 field. If null, report 000. Alphanumeric, 3 characters	Student Information > General > Enrollments > State Reporting Fields > Sent to Percent of Time 2 EnrollmentOH.sentToPercentofTime2
October Count Week Attendance Days	Currently reports as filler. The actual number of days a student is in attendance during the October Count Week. If there is a significant change in the student’s data and a new record is created, the original record will count the days beginning with the first day of the count week including the Effective End Date. If the student’s significant change is not the withdrawal of the student from the district, the newly created record will count the days from the Effective Start Date to the last days of the district’s count week. In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record. Alphanumeric, 3 characters	Student Information > General > Attendance > Instruction Days, Excused, Unexcused; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time Calculated
October Count Week Excused Absence Days	Currently reports as filler. The number of days the student was absent for excused reasons during the October Count Week. In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record. Alphanumeric, 3 characters	Student Information > General > Attendance > Excused Days; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time Calculated
October Count Week Unexcused Absence Days	Currently reports as filler. The number of days the student was absent for unexcused reasons during the October Count Week. In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record. Alphanumeric, 3 characters	Student Information > General > Attendance > Unexcused Days; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time Calculated
Filler4
School Year Attendance Hours	Reports total number of Attendance Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Calculation is based on Instructional Membership Hours minus Excused and Unexcused Absence Hours. The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier. The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time 1. Calculated District Percent of Time = Sent To Percent of Time 1 + Sent To Percent of Time 2 a. Sent To Percent of Time 1 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. b. Sent To Percent of Time 2 should only be added if Sent Reason 2 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. Note: Calculated Percent of Time must be <= 100. If the SUM is > 100, sets calculated value = 100. Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. Pad with leading zero(s) if necessary.	Student Information > General > Attendance > Instruction Days AND Excused AND Unexcused AND Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time Calculated
School Year Excused Absence Hours	The number of days the enrolled student was absent for excused reasons in the district for the current school year and between the effective dates on the record, inclusive. Report total number of Excused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent code AE. The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier. The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time 1. Calculated District Percent of Time = District Percent of Time + Sent To Percent of Time 1 + Sent To Percent of Time 2 a. Sent To Percent of Time 1 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. b. Sent To Percent of Time 2 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. Note: Calculated Percent of Time must be <= 100. If the SUM is > 100, sets calculated value = 100. Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. Pad with leading zero(s) if necessary.	Student Information > General > Attendance > Excused Days Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time Calculated
School Year Unexcused Absence Hours	The number of days the student was absent in the district during the current school year and between the effective dates on the record, inclusive, for any reasons not listed as excused, including truancy. Report total number of Unexcused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent codes AU and A. The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier. The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time 1. Calculated District Percent of Time = District Percent of Time + Sent To Percent of Time 1 + Sent To Percent of Time 2 a. Sent To Percent of Time 1 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. b. Sent To Percent of Time 2 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0. Note: Calculated Percent of Time must be <= 100. If the SUM is > 100, sets calculated value = 100. Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. Pad with leading zero(s) if necessary.	Student Information > General > Attendance > Unexcused Periods Student Information > General > Enrollments > State Reporting Fields > District Percent of Time, Building Percent of Time Calculated
Admitted from IRN	The IRN of the district from which the student was admitted. Report Admitted From IRN. If NULL, report *****. Numeric, 6 digits*	Student Information > General > Enrollments > State Reporting Fields > Admitted from IRN EnrollmentOH.admittedFromIRN
Withdrawn to IRN	The IRN of the district to which the student withdrew. Report Withdrawn To IRN on most recent record. If NULL, report ****. SSID Split Record Logic: Report ***. Numeric, 6 digits*	Student Information > General > Enrollments > State Reporting Fields > Withdrawn to IRN EnrollmentOH.withdrawnToIRN
County of Residence	The number of the county where the student resides. 1. Report County of Residence. 2. If NULL, report mapped County number from student's primary household address. 3. If NULL, report mapped County number from saved County on district info. 4. If district County is NULL, report ** Pad with left leading zero(s) if number is not 2 chars. Numeric, 2 digits	Student Information > General > Enrollments > State Reporting Fields > County of Residence EnrollmentOH.countyOfResidence
UpdatedExitStatus	From the enrollment generating a record on the report: When (Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status) = null: Reports ** (two asterisks) When (Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status) is NOT null: Reports the code selected.	Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status

Element Name

State Definition and Business Rules

Data Source GUI Path

Filler

Sort Type

Reports as FS for this extract.

Filler

Fiscal Year

The end year of the reporting school year.

Report end year of reporting school year. Example, if reporting for 14-15 school year, report 2015

Date field, 4 digits, YYYY

System Administration > Calendar > School Year > End Year

Calendar.endYear

Reporting Period

The Reporting Period selected in the extract editor.

Report the code of the Reporting Period.

Alphanumeric, 1 character

OH State Reporting > OH Extracts > Student Standing (FS) > Reporting Period

Not dynamically stored

District IRN

The state-assigned information retrieval number (IRN) of the district.

When (System Admin > Resources > School > School Detail > District IRN Override) NOT = null, reports the value entered into the District IRN Override field.
When District IRN Override = null, reports entry in (System Admin > Resources > District Information > District Info > State District Number).

Numeric, 6 characters

System Administration > Resources > District Information > State District Number

District.number

EMIS Student ID Number

The locally determined EMIS student ID.

Report the Student Number. Left pad with leading zero(s) if necessary.

Alphanumeric, 9 characters

Census > People > Demographics > Person Identifiers > Student Number

Person.studentNumber

Effective Start Date

The first day, inclusive, that the set of all other values on this record are valid. Reporting Instructions: An Effective Start Date must be reported on all records. Students will have a new FS record with a new Effective Start Date in two situations: • When an element on the FS record that causes a prior record to close and a new record to be opened has a change in value, and • When a student is admitted to the district.

First Reported FS Record Per Student
1. If Membership Begin Date = NOT NULL and District Entry Reason = 7, report Membership Begin Date
2. If Membership Begin Date = NOT NULL and District Entry Reason = NULL or not 7, and Start Status = 7, report Membership Begin Date
3. If Membership Begin Date = NOT NULL and District Entry Reason = NULL or not 7, and Start Status = not 7, report Start Date.
4. If Membership Begin Date = NULL, report Start Date.

All Other Records
Report the Start Date.

A separate record for each enrollment record where the Start Date falls within the Reporting Date Range should be reported.

Date field, 8 characters, YYYYMMDD

Student Information > General > Enrollments > Start Date

State Reporting > OH Extracts > Membership Begin Date

Enrollment.startDate

Admission Date

The date of the student's first day of attendance at the school.

Report District Start Date. If NULL, use the following calculation. Look back to the most recent enrollment with a End Status NOT = ** or NULL. Then report the start date of the next following enrollment. (the calculation looks back until it finds a code, then moves forward to the next future enrollment and reports the Start Date)
Calculation Exception
If no code NOT = ** or NULL is found, report the start date of the oldest enrollment on record for the student.
Note: The most recent enrollment considered should be within the Date Range entered on the extract editor

Date field, 8 characters, YYYYMMDD

Student Information > General > Enrollments > District Entry Date

Student Admission Reason

Describes how the student arrived at the district.

When District Entry Date NOT = null on the most recent enrollment:
1. Report District Entry Reason from most recent enrollment.
If District Entry Reason = NULL, report from enrollment that contains FS070 Admission Date within its date range.
1. When District Entry Date NOT = null in the historical enrollment:
  1. Report District Entry Reason from historical enrollment.
2. When District Entry Date or District Entry Reason = null, report Start Status from historical enrollment.
If no enrollment is found, report 7.
State Exclude enrollments are ineligible for consideration.

State Exclude enrollments are ineligible for consideration.

Alphanumeric, 1 character

Student Information > General > Enrollments > District Entry Reason, Start Status

Effective End Date

The last day all the values on this record are considered valid. Reports as 00000000 if End Date is Null. End Date will only be reported if it is within the extract Date Range.

Report the End Date for each enrollment record being reported. If null, report 00000000.

Only Report Effective End Dates that fall within the reporting date range. Do not report future dates.

Date field, 8 characters, YYYYMMDD

Student Information > General > Enrollments > End Date

Enrollment.endDate

Withdrawal Reason

The reason the student withdrew from the school district.

Report End Status code. If null, report **.

SSID Split Record Logic: Report **.

Only report Withdrawal Reason code if the Effective End Date of the enrollment falls within the reporting date range.

Alphanumeric, 2 characters

Student Information > General > Enrollments > State End Status

Enrollment.endStatus

SSID

The student's unique state-assigned identifier.

All records found prior to the SSID Begin Date (Applies to multiple calendars)
Report State ID prior to the current State ID.

All records found after the SSID Begin Date
Report current State ID.

Alphanumeric, 9 characters

Census > People > Demographics > Person Identifiers > State ID

Person.stateID

Student Percent of Time

The average percent of time during the week the student participates in any instruction provided by a certified/licensed employee.

Report the value entered in District Percent of Time. If null, report "100".

Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > District Percent of Time

Enrollment.admOverride

Tuition Type

Identifies the student's form of tuition payment.

Report Tuition Type code.

If student withdrawn, report 78
If null/blank report N.

Alphanumeric, 1 characters

Student Information > General > Enrollments > State Reporting Fields > Tuition Type

EnrollmentOH.tuitionType

District Relationship

The educational relationship between the student at the district.

Report District Relationship code. If null/blank report 1.

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > District Relationship

Enrollment.districtRelationship

Legal District of Residence

The IRN number of the city/municipal, local or exempted village school district in which the student’s parents reside.

Report Legal District of Residence code. If null/blank report District Code from student's Primary address.

Numeric, 6 digits

Student Information > General > Enrollments > State Reporting Fields > Legal District of Residence OR Census > People > Households > Address Information > District

Enrollment.residentDistrict

Building IRN

The IRN of the building within the district the student attends.

Report Building IRN Override, if null report State School Number

Numeric, 6 digits

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

Enrollment.buildingIRNOverride
EnrollmentOH.attendanceIRN

Assigned Building Area IRN

The IRN of the building the student would normally attend according to the standard district attendance policy.

Report value entered in Assigned Building Area IRN field. If null, report ******

Numeric, 6 digits

Student Information > General > Enrollments > State Reporting Fields > Assigned Building Area IRN

Enrollment.assignedBuildingAreaIRN

How Received

Describes how the student arrived at the district.

Report Student Status code. If null/blank report *.

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > Student Status

Enrollment.stateAid

How Received IRN

The district which received the student.

Report How Received IRN code. If null, report ******.

Numeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > How Received IRN

Enrollment.servingDistrict

Sent Reason 1

The reason the student was sent to another district.

Report Sent Reason 1 code. If null, report NA.

Alphanumeric, 2 characters

Student Information > General > Enrollments > State Reporting Fields > Sent Reason 1

Enrollment.servingDistrictStatus

Sent to IRN 1

The district to which the student was sent.

Report value entered in Sent To IRN 1 field. If null, report ******

Alphanumeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 1

EnrollmentOH.senttoIRN1

Sent to Percent of Time 1

The average percent of time during the week the student participated in any instruction provided by an employee at a non-EMIS reporting entity.

Report value entered in Sent To Percent of Time 1 field. If null, report 000.

Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Sent to Percent of Time 1

EnrollmentOH.sentToPercentofTime1

Sent Reason 2

The reason the student was sent to a second district.

Report Sent Reason 2 code. If null, report NA.

Alphanumeric, 2 characters

Student Information > General > Enrollments > State Reporting Fields > Sent Reason 2

EnrollmentOH.sentReason2

Sent to IRN 2

The district the student is sent if the student is simultaneously being sent to a second district.

Report value entered in Sent To IRN 2 field. If null, report ******.

Alphanumeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 2

EnrollmentOH.senttoIRN2

Sent to Percent of Time 2

The average percent of time for a week the student participated in any instruction provided by an employee at a non-EMIS reporting entity.

Report value entered in Sent To Percent of Time 2 field. If null, report 000.

Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Sent to Percent of Time 2

EnrollmentOH.sentToPercentofTime2

October Count Week Attendance Days

Currently reports as filler.

The actual number of days a student is in attendance during the October Count Week.

If there is a significant change in the student’s data and a new record is created, the original record will count the days beginning with the first day of the count week including the Effective End Date.

If the student’s significant change is not the withdrawal of the student from the district, the newly created record will count the days from the Effective Start Date to the last days of the district’s count week. In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record.

Alphanumeric, 3 characters

Student Information > General > Attendance > Instruction Days, Excused, Unexcused; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time

Calculated

October Count Week Excused Absence Days

Currently reports as filler.

The number of days the student was absent for excused reasons during the October Count Week.

In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record.

Alphanumeric, 3 characters

Student Information > General > Attendance > Excused Days; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time

Calculated

October Count Week Unexcused Absence Days

Currently reports as filler.

The number of days the student was absent for unexcused reasons during the October Count Week.

In the Fall reporting period, this field will only report attendance for records where the entered Count Week falls within the Effective Begin and End Date of the record.

Alphanumeric, 3 characters

Student Information > General > Attendance > Unexcused Days; OH State Reporting > OH Extracts > Reporting Period, Count Week; Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time

Calculated

Filler4

School Year Attendance Hours

Reports total number of Attendance Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor.

Calculation is based on Instructional Membership Hours minus Excused and Unexcused Absence Hours.

The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier.

The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time.

Determine District Percent of Time
1. Calculated District Percent of Time = Sent To Percent of Time 1 + Sent To Percent of Time 2
a. Sent To Percent of Time 1 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0.
b. Sent To Percent of Time 2 should only be added if Sent Reason 2 is = PS, MR, NP, or TC. Any other saved value should be treated as 0.
Note: Calculated Percent of Time must be <= 100. If the SUM is > 100, sets calculated value = 100.

Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000.

Pad with leading zero(s) if necessary.

Student Information > General > Attendance > Instruction Days AND Excused AND Unexcused AND Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time

Calculated

School Year Excused Absence Hours

The number of days the enrolled student was absent for excused reasons in the district for the current school year and between the effective dates on the record, inclusive.

Report total number of Excused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent code AE.

The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier.

The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time.

Determine District Percent of Time
1. Calculated District Percent of Time = District Percent of Time + Sent To Percent of Time 1 + Sent To Percent of Time 2
a. Sent To Percent of Time 1 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0.
b. Sent To Percent of Time 2 should only be added if Sent Reason 1 is = PS, MR, NP, or TC. Any other saved value should be treated as 0.
Note: Calculated Percent of Time must be <= 100. If the SUM is > 100, sets calculated value = 100.

Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000.

Pad with leading zero(s) if necessary.

Student Information > General > Attendance > Excused Days

Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time

Calculated

School Year Unexcused Absence Hours

The number of days the student was absent in the district during the current school year and between the effective dates on the record, inclusive, for any reasons not listed as excused, including truancy.

Report total number of Unexcused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent codes AU and A.

The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier.

The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time.

Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000.

Pad with leading zero(s) if necessary.

Student Information > General > Attendance > Unexcused Periods

Student Information > General > Enrollments > State Reporting Fields > District Percent of Time, Building Percent of Time

Calculated

Admitted from IRN

The IRN of the district from which the student was admitted.

Report Admitted From IRN. If NULL, report ******.

Numeric, 6 digits

Student Information > General > Enrollments > State Reporting Fields > Admitted from IRN

EnrollmentOH.admittedFromIRN

Withdrawn to IRN

The IRN of the district to which the student withdrew.

Report Withdrawn To IRN on most recent record. If NULL, report ******.

SSID Split Record Logic:

Report ******.

Numeric, 6 digits

Student Information > General > Enrollments > State Reporting Fields > Withdrawn to IRN

EnrollmentOH.withdrawnToIRN

County of Residence

The number of the county where the student resides.

1. Report County of Residence.
2. If NULL, report mapped County number from student's primary household address.
3. If NULL, report mapped County number from saved County on district info.
4. If district County is NULL, report **

Pad with left leading zero(s) if number is not 2 chars.

Numeric, 2 digits

Student Information > General > Enrollments > State Reporting Fields > County of Residence

EnrollmentOH.countyOfResidence

UpdatedExitStatus

From the enrollment generating a record on the report:
1. When (Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status) = null:
  1. Reports ** (two asterisks)
2. When (Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status) is NOT null:
  1. Reports the code selected.

Student Info > General > Enrollments > General Enrollment Info > Updated Exit Status

Save

Student Standing (FS) (Ohio Extracts)

Reporting Population Business Rules

Calculating Attendance Business Rules

Generating the Extract

Extract Layout

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