General Student File Processing
This section of the documentation reviews how to create state files, the general process for downloading and extracting the data, and specific information necessary to create files for a collection.
Generally, the process to create collection files is:
- Run the Error Scan.
- Fix data as necessary.
- Run Student Download.
- View Data using Student Download Summary.
- Repeat steps 1 - 3 until no errors are encountered.
- Run OR Student Submission File.
- Submit Files to the State.
For Student submission processing, there are particular files that must be processed together. It is required that SSID collection be part of all submissions as it has header information. The following table outlines what collections need to be selected.
Submissions | Collections to be selected for download |
|---|---|
First Period ADM | SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skills |
Second Period ADM | SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skills |
Third Period ADM | SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skills |
Annual ADM | SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skills |
LEP | SSID , TAG, LEP |
OPTE | SSID, TAG and Professional / Technical Ed. |
Discipline | SSID,TAG and Discipline |
Kindergarten Readiness | SSID, TAG and Kindergarten Readiness |
Note: These are valid combinations for collections for downloads and extracts. Invalid combinations like SSID and ADM with OPTE may result in incorrect extracts due to multiple record issues.
Additional Information
The OR Freshman download will handle null cases for the State Residence Building field and log the error message. Note that the message will be logged for both Freshman and TAG if the code or State Code Equivalent value is missed.
Error message: State Residence Building Code or State Code Equivalent value is empty or null.