Skip to main content
Skip table of contents

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

  1. Select Regulatory from the main menu, select EMIS Submissions submenu, select EMIS Downloads, and then select Student/Course Downloads.

  2. On the Student/Course Download page, select the Student Summer Withdrawal (FL) download. Refer to the Field and Description table for more information.

  3. Select the records to process. If you want to create downloads for all of the submission's records, click Select All.

  4. Click Run.

  5. 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)

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.