Student Contact Record (FF) Download

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 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 becomes 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.

Data Element #

Data Element Name

Description

Download Table.Column

Field Type

Field Length

 Position

Required?

Business Logic/Notes

N/A

Filler

Filler

N/A

Numeric

8

1–8

FF010

Sort Type

The sort type equals FF for the Student Contact Record Report.

OH_STU_CONTACT_FF.SORT_TYPE

2

9–10

N/A

Filler

Filler

N/A

Alpha-numeric

1

11

FF020

Fiscal Year

The fiscal year defaults to the current school year.

OH_STU_CONTACT_FF.FISCAL_YEAR

4

12–15

FF030

Data Set

The type of Download Period selected on the EMIS Submission File Extract page.

OH_STU_CONTACT_FF.PERIOD

1

16

FF040

LEA IRN

The district IRN number. 

OH_STU_CONTACT_FF.DISTRICT_IRN

Alpha-numeric

6

17–22

FF050

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.

OH_STU_CONTACT_FF.EMIS_ID

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.

FF060

Contact Sequence Order Number

The call sequence number for the contact.

OH_STU_CONTACT_FF.CONTACT_ORDER

Numeric

99

32-33

Y

FF070

Contact Relationship Code

The State Code Equivalent value of the relationship from the Relationship Type validation table.

OH_STU_CONTACT_FF.RELATIONSHIP_CODE

Alpha-numeric

4

34-37

Y

If the Contact does not have a relationship value, the following error message is logged at the time of download.
Error: Student does not have a Contact Relationship Code.

FF080

Legal Guardianship Flag

The student’s legal guardianship status defined in a Boolean flag.

OH_STU_CONTACT_FF.GUARD_FLAG

Boolean

1

38

FF090

Custodial Flag

The student’s custodial status defined in a Boolean flag.

OH_STU_CONTACT_FF.CUST_FLAG

Boolean

1

39

FF100

Prefix Name

The student’s prefix name.

OH_STU_CONTACT_FF.PREFIX_NAME

Alpha-numeric

6

40-45

FF110

First Name

The student’s first name.

OH_STU_CONTACT_FF.FIRST_NAME

Alpha-numeric

45

46-90

FF120

Middle Name

The student’s middle name.

OH_STU_CONTACT_FF.MIDDLE_NAME

Alpha-numeric

30

91-120

FF130

Last Name

The student’s last name.

OH_STU_CONTACT_FF.LAST_NAME

Alpha-numeric

45

121-165

FF140

Suffix Name

The student’s suffix name.

OH_STU_CONTACT_FF.SUFFIX_NAME

Alpha-numeric

6

166-171

FF150

Telephone Number

The student’s contact telephone number.

OH_STU_CONTACT_FF.TELEPHONE_NUMBER

Numeric

20

172-191

FF160

Telephone Extension

The student’s contact telephone number extension.

OH_STU_CONTACT_FF.TELEPHONE_EXT

Numeric

6

192-197

FF170

Email Address

The student’s contact email address.

OH_STU_CONTACT_FF.EMAIL_ADDRESS

Alpha-numeric

60

198-257

F180

Type of Email Address

The student’s contact email address type.

OH_STU_CONTACT_FF.EMAIL_TYPE

Alpha-numeric

2

258-259

Defaulted to 99.

FF190

Type of Telephone Number

The State Code Equivalent value of the phone type from the Phone Type validation table.

OH_STU_CONTACT_FF.TELEPHONE_TYPE

Alpha-numeric

2

260-261

If it is empty, set to 99.
If it is 01, 02, 03, or 99, set to 99.