Freshman On Track Collection

This section of the documentation will review prerequisites to creating the Freshman On-Track file, logic used by the download when determining students to include, the processing steps to create the file, and links to the file layouts/mapping for each file included in the submission.

Freshman On-Track Prerequisites

For the Freshman On-Track collection, the OR Student Download makes three determinations when deciding whether a student gets reported:

• Is the student a freshman?
• Has the student earned at least one-quarter (¼) of the credits required for graduation?
• Has the student earned at least six (6) credits?

Following are the setup and student data prerequisites that need to be met for the download to include the correct students in the collection:

1. To be considered a freshman, on the Academic page (Registration > Entry & Reports > Student Demographic > Academic), the student needs to have the Federal Graduation Rate Year equal to the current school year.
2. Decide whether your district needs to use a value higher than 6 as the minimum basis for determining if the student earned ¼ of the required graduation credit.
   • If your district uses 6 as the minimum credit basis for inclusion in the On-Track collection, you will not enter a value in the OR Configuration's Freshman Minimum Credit field. The download gets the student's Graduation Year and Graduation Requirement Group from the Academic page, determines how many total credits are needed for graduation, verifies the student earned ¼ of the total, and confirms the earned credit is equal to or greater than 6.
   • If you need a student to earn more than 6 credits to meet the ¼ requirement, enter the appropriate value in the OR Configuration page's Freshman Minimum Credit field (Administration > General Setup > District District Defined > OR Configuration). For example, if you need the download to assess based on ¼ of 26, you would enter a value of 6.5. 

   Important: If you set a value on the OR Configuration page, you are signaling to the download to ignore the credit requirements set up in the student's graduation Requirement Group. Each student's earned credit total for the year gets assessed against the Freshman Minimum Credit value.

3. Update student credit information throughout the school year. The download totals Earned Credit for the current year to see if the student meets the minimum credit value and also meets the ¼ rule.

Freshman On-Track system Processing

The OR Student Download takes a different path to determine which students to include in the Freshman On-Track collection based on whether your district sets up a value in the OR Configuration's Freshman Minimum Credit field. The download asks the same questions in either case; it simply looks for the answers differently.

The chart below explains the logic the download uses in each situation.

Important: The Student Download only includes students in the Freshman On-Track collection if they meet the credit requirements described here. However, it also gives you an error log listing any freshmen who do not meet the on-track requirements and therefore were not downloaded.

Freshman On-Track Processing

1. Go to Regulatory > Collections > Collections > OR Student Download. Enter the prompts as specified in the section OR Student Download > Prompts panel.
2. 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.
3. Click the Run icon at the top right of the page.
4. Review the errors in the Tasks/Reports menu's error log and update the data as necessary.
5. Once any data updates are made, repeat step 1 using the same prompt values. Repeat Steps 1 through 4 until all errors are corrected.
6. Go to the OR Student Submission Files page (Regulatory > Collections > Collections > OR Student Submission Files) and enter the values specified in the section OR Student Submission Files > Prompts panel.
7. Click the Run icon at the top right of the page.
8. 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

Regulatory > Collections > Collections > OR Student Download

Prompts Panel

Submission Files Panel

The checkboxes are automatically selected for the following extracts: SSID Data Section, Talented and Gifted Section, and Freshman On-Track.

OR Student Submission Files

Regulatory > Collections > Collections > OR Student Submission Files

Prompts Panel

Submission Files Panel

The checkboxes are automatically selected for the following extracts: SSID Data Section, Talented and Gifted Section, and Freshman On-Track.

Freshman On-Track Collection File Layouts

TAG File Layout/Mapping
Freshman On-Track File Layout Mapping