Student Course Downloads
This download will create the student, course, building, and district records for the selected submission.
You can run this option to default the local classroom codes to the EMIS Course records. You can also use this option to run an error scan.
Refer to the submission checklist for the appropriate submission for a list of the options that should be run before creating download records.
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, specify how you want to process the download. Refer to the Field Descriptions 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.
| Fields | 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:
|
| Download Period Window | This selection is enabled only for the Student/Student Cross Reference (S) download period. The missing reporting period windows to the Organization General (DN) download and extract are:
|
| 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.
These fields are disabled 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:
|
| Process only changed records | Checked if you want to only process FS/FD records that have changed since the last download. |
| Clear Overridden Records | Checked 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. Unchecked if you want to keep the download records where the Override box is checked. This box is disabled if you select not to delete any existing records. |
| Scan Data While Processing | Checked if you want to scan the data for errors and list the errors in the download log file. |
| Scan Downloaded Data | Checked 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 | Checked if you want to list errors that would be considered warnings. If you run the error scan with this box unchecked, 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 | Checked if you want to default the local classroom code to the EMIS Course records without building download records. This box is disabled if the Run Download option is checked because the Run Download always defaults the local classroom code to the EMIS Course records. |
| CORE Validation File | Checked 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 enabled for submission periods that require the Student Graduation – Core Summary (GC) record. |
| Include In Progress Grades | Checked if you want to populate the In Progress Grades. This field will only be enabled for Staff (L) submission period that requires the Student Course Grade (FR) record. |
| Include Non-Credit Courses | Checked if you want to populate the Non-Credit Courses. This field will only be enabled for Staff (L) submission period that requires the Student Course Grade (FR) record. |
| Run Download | Checked 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 | Check each section that you want to include in the download. Only the checked 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. |
Additional Information
The Medical Group attributes will be included to the Organization General (DN) download type when processing for the SCR (S) download period and the Final download period window. Data is retrieved from the District Glucagon Information page, when the Date is within the date range for the download. Values greater than 0 will be reported along with the Date.
The Organization General (DN) download will not process the EYENRCCNT2, EYENRCCNT3, EYENRCCNT4, EYENRCCNT5, EYENRCCNT6, EYENRCCNT7, and EYENRCCNT8 attributes from the Eye Examination Group.
The Student Attribute Date (FD) download will have an error check if student has Disability Condition code 16, with state grade as PS, and is younger than age 3 or older than age 5 (age 6 or over), as of the Effective End Date of the record or as of the Fiscal Year End Date for the district. The Student Attribute Date (FD) records for the Limited English (EL) field will report as * for all students with a state grade of PS.
The Student Course Grade (FR) download is adjusted for the valid grade options. Grade E is removed from being a valid grade. Valid grades are A, B, C, D, F, I, P, U, and W.
The Student Course Grade (FR) download processes grade status of F, if the mark type is in the list of non-yearly final mark types. If the mark type is in the list of interim mark types, it will set a grade status of I. If the mark type is in both (ideally, it should not be) non-yearly final mark type and interim mark type, the grade status is set to F. If the mark type is not non-yearly final mark type or interim mark type, it will set the grade status based on the logic that existed in the download previously.
The Exiting Student Follow-Up (FW) download will include student records that have a matching year (from the Follow-up Year field on the EMIS Exiting Student Follow Up page) for the school year being processed. The Exiting Student Follow-Up (FW) Record is to be reported during the Initial Exiting Student (S) Collection and the Final Exiting Student (S) Collection.
The Grade Schedule (DL) download will add a warning message if the Hours Per Day is outside the range of 2.50 and 9.99. The record will be created for values up to 9.99.