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Spring Student Record Collection

This collection includes student information as of March 31.

Additionally, the following rules apply regarding the records that are included:

  1. One record per student per school per record collection EXCEPT when Grade Level Code, Kindergarten Half-Day Flag, GED Program Code, Tuition Paid Code, Non-public student FTE, or Primary Disability Code changes while still attending the same school. In these cases, a student MAY have more than one record per school per record collection.
  2. If a student has more than one record, only one record can be Active (Active Status Flag).
  3. Students who were enrolled on the last membership day of the previous school year need to be included.

Spring Student Record Collection Prerequisites

  1. Verify that your Report Periods are set up properly with dates for the new school year.
  2. If you want to include the NAEP Homeroom Identifier in the file, make sure that your VA Configuration is setup properly.
  3. Verify that new students have been entered into eSchoolPlus.
  4. Verify that students who have left your district have Withdrawal Codes and Dates. If a student withdrew with a W880 Withdrawal Code, make sure that they have the correct Drop-Out Reason (W8) Code on the Entry/Withdrawal page.
  5. Verify that students who need to have a value in the Graduate/Other Completer Code and Graduate Plan have the correct values on the Academic page.
  6. Verify that students have the correct Hispanic/Latino Ethnicity and Race values on the Personal page. Also verify that students have values in the VA Race Code field.
  7. 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.
    1. RESP – VA Responsible District
    2. RESPB – VA Responsible Building
    3. SRVDS – VA Serving District
    4. ALTSR – Alternate Serving Building
  8. Verify that students have the correct value in the Status Override field on the VA Student Status page.
  9. Verify that students have correct Program Values in the following programs that are reported in the Spring Student Record Collection:
    1. Primary Disability—will with Program ID/Description for release
    2. SPED – VA Special Ed Percent—may change depending on how we implement Special Ed program(s)
    3. DISAD – VA Disadvantaged Status
    4. IMM – VA Immigrant
    5. TITLE – VA Title I
    6. GED – VA GED
    7. TUIT – VA Tuition
    8. NONPB – VA Non Public FTE
    9. KGRDY – VA KG Readiness
    10. CHOIC – VA School Choice
    11. SUPP – VA Supplemental Ed
    12. EARLY – VA Early College
    13. DIST – VA Distance Learning
    14. PREXP – VA Pre-K Experience
    15. PKWK – VA – Pre-K Weekly Time
    16. NIGHT – VA Night Time
    17. NEGL – VA Neglected
    18. VIRT – VA Virtual Program Code
    19. ESL – VA ESL Service
    20. HOME – VA Homeless: If a student is considered an Unaccompanied Youth, update that line in the program.
  10. Make sure that you have updated the VA Special Education page with Special Education Tuition Reimbursement amounts where applicable.
  11. Verify that the Day Totals Calculation has been run for the View Type that you select in the prompt.

Spring Student Record Collection Processing

The steps that you will follow to create your Spring Student Record Collection file are:

  1. Run the Student Record Collection Download with the Run Error Scan field checked.
  2. Review the log file and update data as necessary.
  3. Repeat Steps 1 and 2 until no errors exist in the log file.
  4. Run the Student Record Collection Download with the Run Download field checked.
  5. Run the Student Record Collection (SRC) Extract to create the files to send to the State.

Student Record Collection Download for Spring 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 Spring Student Record Collection file for.

Reporting Period

Select the Reporting Period that your District has set up for the Spring Submission.

Building List

Select the building(s) 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

Not used for the Spring Submission.

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.

Clear Existing Records

Checked if you want to clear records from the Download table for the year and reporting period that you are running the download for.

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 name for the current run.

Student Record Collection Submission File for Spring Submission

Menu path: Select Regulatory from the main menu, select Virginia submenu, select Extract, and then select Student Record Collection (SRC).

Enter the School Year and select the Spring Reporting Period. Create a name for the current submission.

Additional Information

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 or extract for Spring Submission will process only if there is a change in the Alternate Serving Building of a student:

  • If there is a corresponding Entry/Withdrawal record, includes all details in the Entry/Withdrawal page to the SRC report.

  • If there is no corresponding Entry/Withdrawal record, uses W201 as the withdrawal code for the inactive record and R201 as the entry code for the active code.

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 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.

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