Student Summer Withdrawal (FL) Record

This option will extract students’ summer withdrawal details for OH EMIS reporting. The Student Summer Withdrawal (FL) Record is reported as part of the Beginning of Year, Midyear, and End of Year Student (S) Collections and the Student Cross Reference (S) Collection.

Before creating download records, refer to the EMIS Submission Files for a list of steps to complete.

Prerequisites

Student demographic data elements are reported by the last building within a district where the student is/was enrolled on the last day of the collection request.
If a student is enrolled in two or more buildings within a district, the demographic data is reported in the building where the student spends the majority of time.
If a student is enrolled in two or more buildings within a district for the exact same amount of time in each, then the district will make the determination as to which building reports the student's attendance and absence days.
If a student has been enrolled in more than one district during the year, each district is responsible for reporting a Student Demographic (GI) Record.

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 Summer Withdrawal (FL) 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) EOY (N)
Download Period Window	This selection is active only for the Student/Student Cross Reference (S) download periods. The EOY (N) 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 selected. 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	Not applicable.
Scan Downloaded Data	Not applicable.
File Type	Select whether the errors should be listed in a PDF or CSV file. You can only access this field if you select Scan Downloaded Data.
Include Warnings	Not applicable.
Default Local Classroom Codes	Not applicable.
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	Not applicable.
Include Non-Credit Courses	Not applicable.
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 is described as follows.

Number	Position	Name	PIC/Size
	1-8	Filler	PIC X(8)
FL010	9-10	Sort Type	PIC X(8)
		Always “FL”
	11	Filler	PIC X
FL020	12-15	Fiscal Year, for example, 2020 (CCYY)	PIC X(4)
FL030	16	Data Set	PIC X
		S – Student
FL040	17-22	District IRN	PIC X(6)
FL050	23-31	State Student ID	PIC X(9)
FL060	32-33	Withdrawal Reason Code	PIC 9(2)
FL070	34-41	Withdrawal Date	PIC 9(8)
FL080	42-47	Withdrawn to IRN	PIC X(6)