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:
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Run the Error Scan.
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Fix data as necessary.
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Run OR Student Download.
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View data using Student Download Summary.
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Repeat steps 1 - 3 until no errors are encountered.
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Run OR Student Submission File.
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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.
|
Reporting Period |
Submission Files default selection for download |
|---|---|
|
AM - First Period ADM |
SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skill Assessment |
|
SM - Second Period ADM |
SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skill Assessment |
|
TM - Third Period ADM |
SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skill Assessment |
|
AA - Annual ADM |
SSID, ADM/Attendance, Participation and Demographics, TAG, Essential Skill Assessment |
|
LE - LEP Download |
SSID, TAG, LEP |
|
OP - OPTE Download |
SSID, TAG, and Professional/Technical Ed |
|
DS - Suspensions/Exceptions/Truancy Download |
SSID, TAG, and Discipline |
|
KG - Kindergarten Readiness |
SSID, TAG, and Kindergarten Readiness |
|
CS - Course Grade |
SSID, TAG, and Course Grade History
|
|
DL - Dual Language |
SSID, TAG, and Dual Language |
|
EL - Early Leavers Download |
SSID and TAG |
|
FL - Fall LEP Download |
SSID, TAG, and LEP |
|
FR - Freshman Collection |
SSID, TAG, and Freshman on Track |
|
GP - Graduation Pathway |
SSID, TAG, and Graduation Pathway |
|
HS - High School Completer Download |
SSID and TAG |
|
HL - Homeless |
SSID, TAG, and Homeless |
|
KA - KA Approach to Learning |
SSID, TAG, and KG Approach to Learning |
|
KL - KA Literacy Collection |
SSID, TAG, and KA Literacy Collection |
|
KM - KA Math Collection |
SSID, TAG, and KA Math Collection |
|
OS - Outdoor School Collection |
SSID |
|
RS - Physical Restraint and Seclusion |
SSID, TAG, and Restraint and Seclusion |
|
SB - Seal of Biliteracy |
SSID, TAG, and Seal of Biliteracy |
|
SE - Special Education Download |
SSID, TAG, and Special Education |
|
SS - SSID Download |
SSID and TAG |
|
T3 - Title III |
SSID, TAG, and Title III |
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 missing.
Error message: State Residence Building Code or State Code Equivalent value is empty or null.
The OR Dual Language download/extract will return all active students and include the most recent record from the OR Dual Language District-defined page. The report will include the following state-required fields in addition to SSID:
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Dual Language
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Partner Language
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Dual Language Program Start Date
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Recent Arriver
The ADM/Attendance download/extract will include the BilLitMultiLitSealCd (Biliteracy/Multiliteracy Seal Code) field in column 78. Validation has been implemented to ensure the field is populated when required based on business rules for specific ADM End Date Codes and Diploma Types.
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Biliteracy/Multiliteracy Seal Code is required for ADM End Date Code - 4C/4F/4G for Student XXXXXXX.
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Biliteracy/Multiliteracy Seal Code is required for ADM End Date Code - 4A when Diploma Type is 1, 2, or 4 for Student XXXXXX.
Additionally, the BilLitMultiLitSealCd field has been added to the Download Search and Summary pages to support data review and ensure compliance with ADM reporting requirements.