Cumulative ADM
This section of the documentation will review prerequisites to creating the Cumulative ADM files, the processing steps to create the files, and the file layouts/mapping for each file included in the submission.
Cumulative ADM Prerequisites
- Verify that the Reporting Period validation table is set up properly (see the Report Period Codes section).
- Verify that your Attendance Intervals and Attendance Views are set up properly.
- Verify that your Calendars are set up correctly (see the Calendar Setup section).
- Verify that the Federal Graduation Rate Year field on the Academic page is correct for your students. This field is used for the Cohort Graduation Year.
- If you have buildings offering half-day kindergarten, verify the appropriate students are assigned an Entry/Withdrawal calendar with a State Code Equiv of HDK.
- As necessary, update the OR Demographics for Home School, Distance Learning, Transition Program, or Alternative Education Program students.
- If you have a building where all students who attend need to be reported to the State using a different Attending District code, update the District Information to have the State Equivalency Code for the correct Attending District.
- Verify that the Day Totals Calculation has been run. If it hasn't, you must run it for all buildings prior to downloading student data.
- Verify that the Withdrawals validation table (Administration > General Setup > District > Validation Tables, with Registration as the Applications selection) has the correct State Code Equivs.
- If a student has withdrawn with a Withdrawal Code with a State Code Equiv of 3A, you must update the Factor 1 field for the student. This field can be found on the Entry/Withdrawal page.
- Verify that Non-standard students are entered properly. See the Entering Non-Typical Students for ADM Reporting section for information.
Cumulative ADM Processing
- Select Regulatory from the main menu, select Collections submenu, select Collections, and then select OR Student Download. Enter the prompts as specified in the section OR Prompts panel.
- For better performance, use some sort of filter, even if it is a filter that includes all of your buildings. Running the Download without a filter at all slows performance. The best filter would be an Area of Entry/Withdrawal, Field Name Building, Condition of 'is in" and then all buildings in the Value field separated by commas.
- Click the Run icon at the top right of the page.
- Review the errors in the Tasks/Reports menu's error log and update the data as necessary.
- Once any data updates are made, repeat step 1 using the same prompt values. Repeat Steps 1 through 4 until all errors are corrected.
- Go to the OR Student Submission Files page (menu path: select Regulatory from the main menu, select Collections submenu, select Collections, and then select OR Student Submission Files.) and enter the values specified in the section OR Student Submission Files > Prompts panel.
- Click the Run icon at the top right of the page.
- Click the Tasks/Reports button on the Navigation bar to display the Tasks and Reports page. The csv filename is in the format OR_ReportingPeriod_Extract_datetime.csv.
OR Student Download
Menu path: Select Regulatory from the main menu, select Collections submenu, select Collections, and then select OR Student Download.
Prompts panel
Field | Description |
|---|---|
School Year | Input the school year. [Current School year] |
Reporting Period | Select the Submission name from the drop down:
Your district may have slightly different names for the Reporting Periods. |
Start Date | Defaults to date specified in the reporting period table. |
End Date | Defaults to date specified in the reporting period table |
View Type | Select the Attendance View to use for the attendance information. |
GPA Type | Not used for this submission. |
Clear Existing | Selected (by default); Clears records from the download table for the specified school year, reporting period, collection and filter. |
Clear Overrides | Select this checkbox if you wish to delete records that were added or updated through the editable download record feature on the Student Download Summary page. |
Log File Type | Error logs can be created as CSV files so that you can open them in a spreadsheet program or as a PDF document. |
Submission Files panel
The following boxes are selected by default: SSID Data Section, ADM/Attendance, Talented and Gifted Section, Participation and Demographics, and Essential Skills Assessment.
Cumulative ADM Submission Files
Menu path: Select Regulatory from the main menu, select Collections submenu, select Collections, and then select OR Student Submission Files.
Prompts panel
Field | Description |
|---|---|
School Year | Input the school year. [Current School year] |
Reporting Period | Select the Submission name from the drop down as follows:
Your district may have slightly different names for the Reporting Periods. Use the same reporting period selection that was used in Step 1 to download tables. If downloads do not exist in the table when you run extracts, error will be logged in log file that 'No Records matched Criteria'. |
Submission Files panel
For the ADM Reporting Period selections, the system selects the SSID Data Section, Talented and Gifted Section, Participation and Demographics, ADM/Attendance, and Essential Skill Assessment checkboxes to extract these collection(s) into the submission file.
Cumulative ADM File Layouts
SSID File Layout/Mapping
ADM/Attendance File Layout/Mapping
TAG File Layout/Mapping
Participation File Layout/Mapping
Essential Skills File Layout/Mapping
Additional Information
The decimal formatting for columns in the ADM/Attendance Download will convert the value to explicit decimal that allows precision to the tenth decimal place (for example: 5.5, 10.0, and 120.5). If there is any value present in the download as more than the tenth decimal, it will be made as tenth decimal point and also zero (0) padding will be used if fixed length size is not met.