EOY Student Record Collection
Prerequisites
- Verify students have Address data entered on the Addresses page.
- Verify data is entered on the Attendance Plan Log page for applicable students.
- Verify that students have correct Program Values in the following programs that are reported in the Spring Student Record Collection:
- DISAB – VA Disability
- SPED – VA Special Ed
- DISAD – VA Disadvantaged Status
- TITLE – VA Title I
- GED – VA GED
- TUIT – VA Tuition
- NONPB – VA Non Public FTE
- KGRDY – VA KG Readiness
- EARLY – VA Early College
- PREXP – VA Pre-K Experience
- PKWK – VA – Pre-K Weekly Time
- NIGHT – VA Night Time
- VIRT – VA Virtual Program Code
- ESL – VA ESL Service
- GIFT – VA Gifted
- CTE – VA CTE
- IB – VA International Baccalaureate
- CAMBR – VA Cambridge Programme
- AP – VA Advanced Placement
- CEG – VA Uniform Certificate of General Studies
- DS – Diploma Seal
- DROP – VA Dropout Reason
- FOST – VA Foster
- HOME – VA Homeless
- MOP – VA Multidivision Online Provider
- MILIT – Military
- Verify that students who should get values other than your District's Division Number and his/her Entry/Withdrawal School Number for Responsible Division, Serving Division, Responsible School and Serving School/Center fields, have the correct values in the following programs. See the Registration section of this User Guide for more information on maintaining most of this data.
- RESP – VA Responsible District
- RESPB – VA Responsible Building
- SRVDS – VA Serving District
- ALTSR – Alternate Serving Building
- Verify that the Day Totals Calculation has been run for the View Type that you select in the prompt.
EOY Student Record Collection Processing
The steps that you will follow to create your End of Year Student Record Collection file are:
- Run the Student Record Collection Download with the Run Error Scan field checked.
- Review the log file and update data as necessary.
- Repeat Steps 1 and 2 until no errors exist in the log file.
- Run the Student Record Collection Download with the Run Download field checked.
- Run the Student Record Collection (SRC) Extract to create the files to send to the State.
Student Record Collection Download for EOY Submission
Menu path: Select Regulatory from the main menu, select Virginia submenu, select Download, and then select Student Record Collection (SRC).
Field | Description |
|---|---|
School Year | Enter the school year that you are creating the End of Year Student Record Collection file for. |
Reporting Period | Select the Reporting Period that your District has set up for the End of Year Submission. |
Building List | Select the buildings you wish to process. |
View Type | Select the Attendance View Type that you want to get attendance data from. |
Absence Codes | Select the Attendance Codes that you want included in the Aggregate Days Absent field. The values here are the "Convert To" codes in your Attendance Views. |
Unexcused Absence Group | |
Clear Records | Select one of 3 choices. You may clear any existing values for this run, you may clear all values, or you can keep all prior records. |
Clear Overridden Records | Checked if you want to clear any records that were manually overridden. |
Run Download | Checked to populate the download table. |
Run Error Scan | Checked to run an error scan—this will give you an error log. |
Task/Report Name | Create a name for the current run. |
Student Record Collection Extract for EOY Submission
Menu path: Select Regulatory from the main menu, select Virginia submenu, select Extract, and then select Student Record Collection (SRC).
Field | Description |
|---|---|
School Year | Enter the school year that you are creating the End of Year Student Record Collection file for. |
Reporting Period | Select the Reporting Period that your District has set up for the End of Year Submission. |
Task Report/Name | Create a name for the current submission. |
Additional Information
The Student Record Collection (SRC) download or extract is updated to process when a student does not participate in the Regional Local Center and:
If the Percent of Time value is not set for the student, then it should be blank in the download or extract.
If the Percent of Time value is set from 1-100 for the student, then it should report the same value in the download or extract.
The Student Record Collection (SRC) download or extract will retrieve Parental Decision data for Remote Learning with a Virtual Program Code only when they are aligned and have the same start and end dates.
The Student Record Collection (SRC) download and extract will calculate the data elements, Aggregate Days Unscheduled and Aggregate Days Present, based on the absence codes selected from the prompts and process into the download and extract accordingly. Each district must set up the Unscheduled Absence Codes in the Attendance Codes and Attendance View Setup for the correct calculation of the data elements Aggregate Days Present and Aggregate Days Unscheduled in the SRC records.
The Student Record Collection (SRC) download and extract will calculate the maximum age for VPI students (as increased in 2021-2022 due to Covid) for the PK Funding Source field. The age edits will be revised to allow students:
Greater than 4 and less than 6 years as of 9/30 for PK Funding Source 3 (VPI) or 14.
Greater than 3 and less than 4 years as of 9/30 for PK Funding Source 12 (VPI - Pilot for Three-Year-Old Students).
The Student Record Collection (SRC) download and extract will populate values for the Entry and Exit codes against student records as follows:
When the dates on the Student’s most recent record on the Entry/Withdrawal page match the dates on any of the programs Primary Disability, GED Program, Tuition Paid, Non-Public FTE, and Virtual Programs, the codes from the Entry/Withdrawal page will be retrieved in the report.
When the dates on the Student’s most recent record on the Entry/Withdrawal page do not match the dates on any of the programs Primary Disability, GED Program, Tuition Paid, Non-Public FTE, and Virtual Programs, and there is no change in the student’s building, the Entry code will be R115 and the Exit code will be W115.
When the dates on the Student’s most recent record on the Entry/Withdrawal page do not match the dates on any of the programs Primary Disability, GED Program, Tuition Paid, Non-Public FTE, and Virtual Programs, and there is a change in the student’s building, the Entry code will be R201 and the Exit code will be W201.
The Student Record Collection (SRC) download and extract will process the MOP Flag value to report N if there is no corresponding Virtual Program Code.
The Student Record Collection (SRC) download and extract will add a warning message when the Date of Entry into US Schools has a date value but is defaulted to Null as the VA Immigrant and VA ESL Service (SLIFE) programs are inactive.
The Student Record Collection (SRC) download and extract will process the Kindergarten Half Day Flag value with a filler as this data element is retired.
The Student Record Collection (SRC) download and extract will add a warning message if the Gender Code is not Male, Female, or Others.