Partner Project Fact

This section of the documentation will review the prerequisites necessary to create the Partner Project Fact file, go over the process to create the files, and give you the file layouts/mapping for the file. The Partner Project Fact extract contains data for NY Higher Education (HEDUC - STEP/LPP) P-TECH and Smart Scholars ECHS programs (4026, 4027, 4037, and 4047) and captures additional data related to the specific program partners. The student's association with P-Tech and Smart Scholars ECHS programs is reported with a specific project number and corresponding start and end dates. The student must have one or more valid enrollments that are active during the current school year. A valid school enrollment is an enrollment that has not been excluded from state reporting at the school, student, or enrollment level. See the Partner Project Fact File Layout for field-level details.

Prerequisites

• Ensure that the Student Lite and School Entry/Exit data are up to date in SIRS before you submit for any other template.
• Verify that test scores have been uploaded into eSchoolPlus before creating the Partner Project Fact file.
• To import test scores from a file into test records:
  • Select Test Scores from the main menu.
  • Select the All submenu.
  • Select Utilities.
  • Select Import Scores from File. 

Process

• To run the student download: 
  • Select Regulatory from the main menu.
  • Select the Downloads submenu.
  • Select Downloads.
  • Select NY Student Download. 

• Populate the prompt values for the student download.
  

  Prompt	Value for Partner Project File
  School Year	Enter the school year you are running the extract for (defaults to the current school year).
  Run Date	Choose a date for the report to be run "as of". The extract will include students who were active from the beginning of the school year provided in the School Year prompt, until the date specified in this prompt.
  Use Current Date	Check this option if the Run Date should always be the current date. Use this if you run the Student Lite download on a scheduled basis and want to capture data as of the date the process runs.
  Building Type	Select the building types you want to run the extract for. If you want to include all buildings, leave this field blank.
  Use State Code Equiv. for Grade	Check this option if you want to use the State Code Equiv instead of the Grade values in your file.
  Have Previous Year Vector
  Level 0 Validation	Check this option if the download should apply the same data validation as the SIRS Level 0 application. This validation is in addition to data validation already performed by the download for the Student Lite collection. If you select this option, the download logs Level 0 validation errors, if any. Refer to the SIRS Level 0 Validation Errors for a listing of possible Student Lite messages related to this prompt.
  Collections Panel	Use the Partner Project Fact section.
  Populate Table	Check this option to populate the Student Lite download table.
  Update Existing	Use this option to delete records that are included in the previous download for the submission period, download, and filter criteria selected. For more information on clearing records, refer to Clearing Download Table Records for Deleted Data. If you select this option, you are prompted to determine whether download table overrides should be cleared or retained.
  Clear All (For School Year)	Use this option to delete all records for the submission period and download selected. If you select this option, you are prompted to determine whether download table overrides should be cleared or retained.
  Clear Overrides	Choose this option to delete any overrides that were entered on the Student Download Summary.

  
  

• Click Run to complete the student download.
• Review errors in the NY Student Download Error Log from the Tasks and Reports page (click the Tasks/Reports button on the Navigation bar), and update the data as needed.
• Repeat steps 2 and 3 until all errors are resolved.

• Run the student extract (menu path: select Regulatory from the main menu, select Extracts submenu, select Extracts, and then select NY Student Extract).

  • Select Regulatory from the main menu.
  • Select the Extracts submenu.
  • Select Extracts.
  • Select NY Student Extract. 

• Populate the prompt values for the student extract.

  Prompt	Value for Partner Project Fact File
  School Year	Enter the school year you are running the extract for (defaults to the current school year).
  Location Code Length (Zero Pad)	Enter the Zero Pad length as needed. If left blank, the Location Code extract field length will be the same as in the download table.
  Column Headers	Check this option to include a header row as the first line of the CSV output file that identifies each column.
  Extract Options	Check the Partner Project Fact field.

• Locate the NY Partner Project Fact file on the Home page.

• Right-click the file and save it to a local folder. The name of the comma-separated values (CSV) file will include the school year and the date and time you ran the file.

• Upload the file to Level 0.