Student Address Record (FG) Download

This option will extract student address details from the Contacts page for OH EMIS reporting.

Before creating download records, refer to the submission checklist for a list of steps to complete.

Prerequisites

The school must be associated with a student for the report to be valid.
The student must have at least one associated contact record.
The student must be enrolled during the download period selected for the report: Student/Student Cross Reference (S).
The student is not excluded from state reporting.
Only records corresponding to the Student’s Contact who has a Priority 1 defined in the Contact list, are created in the FF Download.
The "Include in State Contact Address Reporting" checkbox selected on the Contact page's Addresses Panel, will include the address visible on the Mailing Address panel (reg_contact), in addition to the Contact's historical records from the address history (reg_contact_hist) table, in the FG download. Not selecting the checkbox will only include Contact page's historical records from the address history (reg_contact_hist) table in the FG download.
Only records with a unique effective start date are added, that is, more than one record with the same effective start date is not included.

To run the Student/Course Downloads

Select Regulatory from the main menu, select EMIS Submissions submenu, select EMIS Downloads, and then select Student/Course Downloads.
On the Student/Course Download page, select the Student Address Record (FG) download. Refer to the Field and Description table for more information.
Select the records to process. If you want to create downloads for all of the submission's records, click Select All.
Click Run.
Review the OH Student Download Log for errors.

Field	Description
School Year	The school year you are running the download for. Typically, this matches the school year environment. Note that when you select the Graduate reporting period, the school year changes to the year based on the Grad Period End Date in the EMIS Configuration. This allows you to process the Graduate submission without changing your environment to the prior year.
Download Period	Select the reporting period to process: Student/Student Cross Reference (S)
Download Period Window	This selection is active only for the Student/Student Cross Reference (S) and Student Records Exchange (X) download periods. The eTranscript (E) download period will not have this field active. Initial Midyear Final
Building List	Select the buildings to process. Select codes from the field's drop-down list, or click Asterisk to select all codes, then remove any that do not apply.
Start Date / End Date	The date range you are running the download for. The values for these fields are entered in the EMIS Configuration. The text next to the field indicates the EMIS Configuration field used for the date. If the incorrect dates are displayed, you must update the EMIS Configuration. EOY Submission – Use the first day of school through the last day of school. (Not valid as of Fiscal Year 2014). Graduate Submission – Use the first day of school through the last day for summer graduates. Calendar, Student, Staff/Course, Grad Requirements Progress – Fiscal Year Start and End Dates from EMIS Configuration. These fields are inactive for the March submission.
View Type	View type that you set up for Excused / Unexcused absences. Displays the values selected on the EMIS Configuration page.
Excused Absence Codes	Attendance codes that you set up in your view to convert your Excused Absence Codes to (EXC). Displays the values selected on the EMIS Configuration page.
Unexcused Absence Codes	Attendance codes that you set up in your view to convert your Unexcused Absence Codes to (UNX). Displays the values selected on the EMIS Configuration page.
Clear Options	Select the appropriate option: Do not delete any existing records - to insert only new records; it will not overwrite existing records in the download tables. Delete existing records for this year and reporting period, based on the selected filter criteria - to clear the records that match the filter you entered. If you are running a submission for 1 student, it will clear out the previous data for that student and create new records. Delete all existing records for this year and reporting period – to clear all records for the submission. This option clears out orphaned records in the download tables. For example, if a student has a record and you make changes to Entry/Withdrawal data so the download no longer selects the student, the student's existing record is now an orphan record.
Process only changed records	Select if you want to only process FS/FD records that have changed since the last download.
Clear Overridden Records	Select if you want to re-build download data for download records that a user modified and set the Override box to checked. The records will be deleted and then built by the Student/Course Download. Clear if you want to keep the download records when the Override checkbox is selected. This checkbox is inactive if you select not to delete any existing records.
Scan Data While Processing	Select if you want to scan the data for errors and list the errors in the download log file.
Scan Downloaded Data	Select if you want to run the error scan immediately after the download records are created.
File Type	Select whether the errors should be listed in a PDF or CSV file. You can only access this field if you select to Scan Downloaded Data.
Include Warnings	Select if you want to list errors that would be considered warnings. If you clear this checkbox and run the error scan, only fatal errors, such as missing data, will be reported. You can only access this field if you select Scan Downloaded Data.
Default Local Classroom Codes	Select if you want to default the local classroom code to the EMIS Course records without building download records. This checkbox is inactive if the Run Download option is selected because the Run Download always defaults the local classroom code to the EMIS Course records.
CORE Validation File	Select if you wish to create a CORE Validation file with the download. This will create 2 CSV files. One will provide totals for each CORE area, and the other will provide all the courses for each student with associated CORE areas. This field will only be active for submission periods that require the Student Graduation – Core Summary (GC) record.
Include In Progress Grades	Select if you want to populate the In Progress Grades. This field will only be active for Staff (L) submission period that requires the Student Course Grade (FR) record.
Include Non-Credit Courses	Select if you want to populate the Non-Credit Courses. This field will only be active for Staff (L) submission period that requires the Student Course Grade (FR) record.
Run Download	Select if you want to populate the download tables with data.
Task Name	If you want to rename the task and report file, change the text that displays in this field. If you use the / (slash) character, _ (underscore) will be used in the task and report name.
Download Types	Select each section that you want to include in the download. Only the selected sections will be generated. Refer to the EMIS Submission Files for a list of the records reported for a submission. To create downloads for all of the submission's records, click Select All. To select individual records to download, click Deselect All and then click the box for the desired records.

Report Output

Each of the fields displayed in the output of the report are described as follows.

Data Element #	Data Element Name	Description	Field Type	Field Length	Position	Required?	Business Logic/Notes
N/A	Filler	Filler	Numeric	8	1–8
FG010	Sort Type	The sort type equals FG for the Student Address Record Report.	Alpha-numeric	2	9–10
N/A	Filler	Filler	Alpha-numeric	1	11
FG020	Fiscal Year	The fiscal year defaults to the current school year.	Alpha-numeric	4	12–15
FG030	Data Set	The type of Download Period selected on the EMIS Submission File Extract page.	Alpha-numeric	1	16
FG040	LEA IRN	The district IRN number.	Alpha-numeric	6	17–22
FG050	EMIS Student ID	The EMIS student ID number assigned by the district to this student. This field value is extracted from the Student Number field on the Student Demographics page.	Alpha-numeric	9	23–31	Y	If there is no value set for EMIS ID, the following error message is logged at the time of download. Error: Student does not have an EMIS ID.
FG060	Contact Sequence Order Number	The call sequence number for the contact.	Numeric	2	32-33	Y
FG070	Address Type	The value defining the student/contact relationship.	Alpha-numeric	4	34-37	Y	If the Use Language for Mailings field is Y, the Address Type value will be 0123. Otherwise, the Address Type value will be 1073.
FG080	Address Line 1	The contact’s address line 1. This field value is extracted.	Alpha-numeric	60	38-97		If there is no value for the Complex field in the Contact’s Address, the Address Line1 will be a concatenated value of Street Number, Street Prefix, Street Name, Street Suffix, Street Type, and APT XXX (where, XXX is the Apartment number). If there is a value entered for the Complex field, the Address Line1 will be the Complex field's value. If Address Line1 is blank, then the Contact Record is not processed.
FG090	Address Line 2	The contact’s address line 2.	Alpha-numeric	60	98-157		If there is no value for the Complex field in the Contact’s Address, the Address Line2 will be blank. If there is a value entered for the Complex field, the Address Line 2 will be a concatenated value of Street Number, Street Prefix, Street Name, Street Suffix, Street Type, and APT XXX (where, XXX is the Apartment number).
FG100	City	The contact’s address city.	Alpha-numeric	30	158-187
FG110	County Code	The contact’s address county code.	Alpha-numeric	2	188-189
FG120	State Province Code	The contact’s address state code.	Alpha-numeric	2	190-191
FG130	Postal Code	The contact’s address zip code.	Alpha-numeric	11	192-202
FG140	Country Code	The contact’s address country code.	Alpha-numeric	2	203-204
FG150	Effective Start Date	The contact’s address effective start date.	Numeric	8	205-212	Y	If the Entry Date is greater than the Effective Date, the Effective Start Date will be same as the Entry Date.