Skip to main content
Skip table of contents

Student Record Collection - File Layout

Position on File Layout

Data Element ID

Data Element Name

Definition

Format

Max Length

2

650

State Testing Identifier

A unique 10-digit number that stays with the student throughout his or her PK-12 career. This number is assigned by STI.

N

10

3

010

Unique Local Student Identifier

Locally assigned code that uniquely identifies a student within the division. Code must consist of numbers 0-9 and alpha characters A-Z and should not include any special characters, that is, dashes, slashes, and so on.

A/N

12

4

020

Responsible Division Number

Three-digit state-assigned Division number of the division where: A.) the student resides, B.) attends a school through open enrollment, C.) tuition is waived, or D.) any student with a disability for whom the division is legally responsible for providing a Free Appropriate Public Education (FAPE) (see Reporting Rule 1).

N

3

5

030

Responsible School Number

Four-digit state-assigned School number of the school where: A.) the student resides, B.) attends a school through open enrollment, or C.) tuition is waived.

N

4

6

040

Serving Division Code

Three or four-digit state-assigned Division number that identifies the division, agency, or regional program that provides services to the student.

N

4

7

050

Serving School/Center Code

Four-digit state-assigned School number that identifies the school, center, program, or placement that provides services to the student. 

N

4

8

060

Active Status Code

A code that identifies the active status of a student as of the snapshot date (10/1, 3/31, or EOY=6/30 of the current school year). An inactive student was enrolled at some point during this school year, but not as of the snapshot date. Use V records to report students who are actively enrolled in full-time virtual programs. Use N records for updating information on students who are no longer enrolled in your division. N records will not have any days of membership during the current school year. Also, use N records for reporting summer graduates and students being served in adult jails.

A

1

9

070

Entry Code

A code that indicates the process by which the student first entered the school during a given school year.  

A/N

4

10

080

Entry Date

The date associated with the entry code represents the pupil's first day of enrollment in the reporting school for the school year. (The reporting school is the school within the division that is submitting the record.)

Date

10

11

090

Exit/Withdraw Code

A code that indicates the circumstances under which the student last exited from membership in the school.

A/N

4

12

100

Exit/Withdraw Date

The date associated with the Exit/Withdraw code represents the day after the pupil's last day of attendance for the school year that is being reported. This date is not counted when determining days present and days membership.

Date

10

13

110

Retired

Formerly, Racial/Ethnic Code.

Blank cell

Blank cell

14

120

Gender Code

A code that identifies the student's gender.

1

15

130

Birth date

The month, day, and year on which an individual was born.

Date

10

16

140

Grade Level Code

A code that identifies the grade level at which a student receives services in a school or an educational institution during a given academic session.

A/N

2

17

150

Retired

Formerly, Kindergarten Half Day Flag.

Blank cell

Blank cell

18

160

Primary Disability Code 

A code that identifies the primary disability type for a student who is eligible for services under the Individuals with Disabilities Education Act (IDEA) and who has an Individualized Education Program (IEP) or services planned. This is not the classroom placement.

N

3

19

170

Spec Ed Weekly Time %

The total percentage of time that the student spends each week with a special education teacher(s). (This percentage should be the sum of the primary, secondary, and tertiary percentages if the student has more than one disability and more than one special education teacher.)

N

3

20

180

Disadvantaged Status Flag

The Disadvantaged Status Flag identifies the student as economically disadvantaged if the student:

  1. is eligible for Free/Reduced Meals to include Foster, Head Start, Migrant, and Homeless students, or

  2. receives TANF, or

  3. is eligible for Medicaid.

A

1

21

190

Retired

Formerly, LEP Status Code.

Blank cell

Blank cell

22

191

Retired

Formerly, LEP Proficiency Code.

Blank cell

Blank cell

23

200

Country of Birth Code

A code that identifies the name of the country in which the student was born. Leave blank if the student was born in the U.S.  

N

4

24

210

Home Language Code

A code that identifies the language or dialect routinely spoken in an individual's home.  This language or dialect may or may not be an individual's native language.   

N

4

25

220

Immigrant Status Flag

A flag that Identifies whether the student is classified as an immigrant. Include foreign exchange students if the parameters of the definition are met.

A

1

26

230

Retired

Formerly, Refugee Flag.

Blank cell

Blank cell

27

240

Retired

Formerly, Migrant Status Flag.

Blank cell

Blank cell

28

250

Retired

Formerly, Homeless Flag.

Blank cell

Blank cell

29

260

Retired

Formerly, Neglected Flag.

Blank cell

Blank cell

30

270

Gifted Code

A code that identifies the area of giftedness for a student placed in a gifted program or that the student was referred to and found eligible for the gifted program.

A

4

31

271

Gifted Referral Flag

A flag that identifies any student who was referred to the Gifted Program between July 1 and June 30 of the current school year.

A

1

32

280

Title I Code

A code that indicates the type of program funded by Title I if the student attends a Target Assisted school, that is, reading, math, reading, and math.

N

2

33

290

GED Program Code

A code that indicates the student is enrolled in a program leading to a GED, such as ISAEP.

N

1

34

300

International Baccalaureate Program Flag

A code that indicates the student is enrolled in the International Baccalaureate Program and working toward an IB Diploma.

A

1

35

310

Graduate /Other Completer Code

A code that identifies the type of graduation diploma or completion document that the student received.

N

2

36

320

Graduate Plan Code

A code that identifies the post-graduate plans of the student.

N

2

37

330

Advanced Placement Code

A code to identify that student is enrolled in one or more Advanced Placement courses and/or student has taken the Advanced Placement test. (Indicator to identify the percent of students who took an AP test).

N

1

38

340

Retired

Formerly, Dual Enrollment Flag.

Blank cell

Blank cell

39

351

CTE Finisher Code

A code to identify the student who either: 1.) has finished a required Career and Technical Education sequence of courses to be considered a completer, or 3.) took at least one state-approved CTE course at anytime in grades 7 through 12, but has not finished CTE Course requirements for completion, 4.) has not taken any state-approved CTE courses since 7th grade, 5.) finished CTE Course requirements for completion and a dual-enrollment CTE course(s), or 6.) has completed 2 state-approved CTE courses in a sequence but has not met the requirements for graduation, or 7.) completed at least 3 state-approved Junior Reserve Officers’ Training Corps (JROTC) courses.

N

1

40

361

CTE Career Cluster Code

A code to identify the career cluster of the state-approved CTE course that any student has taken at any time during the current school year. If the student has taken more than one course that fall into different clusters, choose the cluster that most closely aligns with that student's career interests. Refer to the CTERS User's Manual for assistance.

A

4

41

371

CTE Special Populations Code

A code to identify the CTE special populations of the student that are not already collected in other elements. Refer to the CTERS User's Manual for assistance.

N

3

42

380

W8 Reason Code

A code associated with W880 to identify the reason the student discontinued school.

N

2

43

381

Retired

Formerly, Summer Dropout Flag.

Blank cell

Blank cell

44

390

Aggregate Days Present

The cumulative number of days a student has been present in the school from the beginning of the current school year to the time of snapshot (days absent + days present + days unscheduled = days in membership).

A pupil shall be counted present only when he is present for roll calls or is in attendance for approved participation at approved school-sponsored field trips or other approved activities or events. A pupil reporting after roll call will be recorded as present and tardy. (8VAC20-110-40)

N

3

45

400

Aggregate Days Absent

The cumulative number of days a student has been absent from the school from the beginning of the current school year to the time of snapshot (days absent + days present + days unscheduled = days in membership).

A student is absent when he was expected to be present but is missing for roll call or is not in attendance for school-sponsored activities.

N

3

46

410

Retired

Formerly, Retention Flag.

Blank cell

Blank cell

47

420

Retired

Formerly, Truancy Conference Flag.

Blank cell

Blank cell

48

430

Tuition Paid Code

A code to indicate tuition equivalent to the state's contribution towards educational costs (that is, ADM)  is paid by or received from a public entity for this student.

N

2

49

440

Non-public student FTE 

Identifies the part-time student attending school to take one or two courses. This includes home-schooled and private-schooled students. Non-public school students enrolled by a school division for an on-line course may be included as part-time students in ADM up to .25 ADM per class and capped at .50 ADM.

N

2

50

460

Retired

Formerly, First Year in 9th Grade.

Blank cell

Blank cell

51

154

Kindergarten Readiness Assessment Flag

A flag that identifies whether a kindergarten student who turns 5 between October 1 and December 31st was administered a readiness assessment before the student's first day of kindergarten. 

A

1

52

156

Retired

Formerly, NAEP Homeroom Identifier.

Blank cell

Blank cell

53

283

Retired

Formerly, School Choice Status Code.

Blank cell

Blank cell

54

285

Retired

Formerly, Supplemental Education Services Status Code.

Blank cell

Blank cell

55

286

Retired

Formerly, Multiple Years in 12th Grade Flag.

Blank cell

Blank cell

56

287

Diploma Seal

A state-assigned code to identify any and all diploma seals earned by a graduate.  

N

10

57

345

Early College Scholar Program Code

A state-assigned code to identify students who are participating in the Governor's Early College Scholar Program and/or the Commonwealth Scholar Program. The Governor’s Early College Scholars Program agreement must be signed by participating students, their parents/guardians, and the high school principal and school counselor. 

N

1

58

347

Retired

Formerly, Distance Learning Flag.

Blank cell

Blank cell

59

450

PK Experience Code

A stated assigned code to identify the current or most recent PK (pre-kindergarten) experience of PK and kindergarten students.

N

2

60

451

PK Weekly Time Code

A state-assigned code to represent the average amount of time the student spends each week in the program specified by the PK Experience Code.

N

2

61

452

Retired

Formerly, CTE Dual Enrollment Flag.

Blank cell

Blank cell

62

453

CTE Competency Attainment

A flag to identify the student who has finished a required Career and Technical Education sequence of courses to be a CTE Finisher AND has achieved a satisfactory rating (one of the three highest marks) on the Student Competency Record (SCR) rating scale on at least 80% of the required (essential) competencies in a CTE course.

A

1

63

454

Retired

Formerly, CTE Program Codes.

Blank cell

Blank cell

64

455

Address line 1

The current street address of the student. Include the house number and street name.

Note: VDOE is participating in a USED poverty study. The address lines have been activated for Fall SRC while the study is ongoing.

As part of the Military directory data exchange, address lines have been activated for Spring SRC.

A

30

65

456

Address line 2

The current street address of the student. Include the house number and street name.

Note: VDOE is participating in a USED poverty study. The address lines have been activated for Fall SRC while the study is ongoing.

As part of the Military directory data exchange, address lines have been activated for Spring SRC.

A

30

66

457

Zip Code

The Zip Code of the student's residence.

Note: VDOE is participating in a USED poverty study. The address lines have been activated for Fall SRC while the study is ongoing.

As part of the Military directory data exchange, address lines have been activated for Spring SRC.

N

5

67

458

Phone Number

A telephone or cell phone number of the CTE Completer or used in the Military directory data exchange. Include the area code and 7-digit phone number. Parentheses, dashes, or other special characters are implied, do not include them with the phone number.

N

10

68

459

Retired

Formerly, Unexcused Absences field.

Blank cell

Blank cell

69

460

Initial Primary Nighttime Residence Code

A code to identify the initial primary night residence when the student was identified as homeless at any time during the school year.  

N

1

70

461

Retired

Formerly, Neglected/Delinquent Code.

Blank cell

Blank cell

71

462

Full Time Virtual Program Code

A code to identify the student enrolled in a full course of study for all educational services in a virtual program. This virtual program of study may or may not be a board-approved MOP program.

A

1

72

463

Foster Care Flag

Foster care is defined as 24-hour substitute care for children placed away from their parents and for whom the agency under title IV-E of the Social Security Act has placement and care responsibility. The care settings include, but not limited to, family foster homes, relative foster homes, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes.

A

1

73

464

Ethnic Flag

A flag to identify if the student is Hispanic/Latino.

A

1

74

465

Race Code

A code for one or more races the student identifies with.

N

2

75

466

Retired 

Formerly, LEP State Code.

Blank cell

Blank cell

76

467

Receiving EL Services Code

A code to identify the student's current status.

N

1

77

468

Retired

Formerly, Projected LEP State Code.

Blank cell

Blank cell

78

469

IB Code

A code to identify that the student is enrolled in one or more IB (International Baccalaureate Program) courses and/or has taken the IB exam.    

N

1

79

470

Unaccompanied Homeless Youth Flag

A flag to identify if the student is an unaccompanied homeless youth according to Section 725(6) of the McKinney-Vento Act (Title X, Part C of the No Child Left Behind Act).

A

1

80

471

Special Ed Student Placement Code

A code to identify the placement of the special education student.

N

2

81

472

Special Ed Student Regular Class Percent

The percent of the day that the special education student spends in the regular class.

N

3

82

473

Special Ed Primary Disability Service Percent of Day

The percent of the day that the student receives services for the primary disability.  

N

3

83

474

Special Ed Secondary Disability Code

A code to identify the additional disability determined by the eligibility committee. This is not the classroom placement.

N

2

84

475

Special Ed Secondary Disability Service Percent of Day

The percent of the day that the student receives services for the secondary disability.  

N

3

85

476

Special Ed Secondary Disability Serving Division

The Serving Division of the Secondary Disability if required.

N

3

86

477

Special Ed Secondary Disability Serving School

The Serving School of the Secondary Disability if required.

N

4

87

478

Special Ed Third Disability Code

A code to identify the additional disability determined by the eligibility committee. This is not the classroom placement.

N

2

88

479

Special Ed Third Disability Service Percent of Day

The percent of the day that the student receives services for the third disability.  

N

3

89

480

Special Ed Third Disability Serving Division

The Serving Division of the Third Disability if required.

N

3

90

481

Special Ed Third Disability Serving School

The Serving School of the Third Disability if required.

N

4

91

482

First Semester Special Ed Regional  Tuition Reimbursement 

The Special Ed Regional Tuition Reimbursement amount requested to be paid for the first semester.

This dollar amount is required when the Serving Division is between 280 and 299.

N

9

92

483

Cambridge Programme Code

A code to identify that the student is enrolled in one or more Cambridge Programme (IGCSE & AICE) courses and/or has taken an IGCSE or AICE exam.    

N

1

93

484

Special Ed Regional  Tuition Reimbursement Disability Code

A code to identify the disability for which Regional Tuition Reimbursement is being claimed. 

N

2

94

485

Time in Regular Early Childhood Setting

A flag to identify if the student spends 10 or more hours a week in the Regular Early Childhood Setting.

A

1

95

486

Special Ed in Regular Early Childhood Setting

A flag to identify if the student receives the majority of their special education and related services in the Regular Early Childhood Setting.

A

1

96

487

Parentally Placed Students

A flag to identify if the student was parentally placed.

A

1

97

488

MOP Flag

A flag to identify students participating in an MOP.

A

1

98

489

Retired

Formerly, MOP Number of Classes.

Blank cell

Blank cell

99

490

Resident Division

Three-digit state-assigned Division number of the division where the student physically resides. This field is used for students enrolled in virtual schools/programs as well as out-of-division students placed in local centers.

Future use of this element may be expanded to capture resident information of students for other funded programs such as foster care.

N

3

100

491

Second Semester Special Ed Regional  Tuition Reimbursement 

The Special Ed Regional Tuition Reimbursement amount requested to be paid for the second semester.

This dollar amount is required when the Serving Division is between 280 and 299.

N

9

101

492

Summer Semester Special Ed Regional  Tuition Reimbursement

The Special Ed Regional Tuition Reimbursement amount requested to be paid for the summer semester.

This dollar amount is required when the Serving Division is between 280 and 299.

N

9

102

493

Military Compact Statute Flag

A flag used to indicate an underage student can attend kindergarten in Virginia under the Interstate Compact on Educational Opportunity for Military Children

A

1

103

494

Reporting School

Four-digit state-assigned School number that identifies the school to which membership, funding, graduation status, and high school completion status are attributed. The use of this field is restricted to specific situations where non-residential students attend a regional program instead of a local school.

N

4

104

495

Uniform Certificate of General Studies/Associate Degree Flag

A flag used to identify a student that has earned the one-year Uniform Certificate of General Studies or an Associate Degree from a community college in the Commonwealth concurrent with a high school diploma.

A

1

105

496

Career Pathway Code

A state-assigned code to identify the Career Pathway finished by the student. The Career Pathway Codes are not the same as the course codes. 

N

4

106

497

Retired

Formerly, Credit Accommodation Flag.

Blank cell

Blank cell

107

498

Military Connected Students Code

A state-assigned code to identify students who have a parent in the uniformed services.

N

2

108

499

PK Funding Source Code

A state-assigned code to identify the funding sources of public PK students. This includes all PK students whose placement (public or private) is paid for with public funds.

N

2

109

500

Retired

Formerly, Attendance Plan Code.

Blank cell

Blank cell

110

501

Retired

Formerly, Attendance Conference Code.

Blank cell

Blank cell

111

502

Retired

Formerly, Court Referral or Proceedings Filed.

Blank cell

Blank cell

112

503

Aggregate Days Unscheduled

The cumulative number of school days a student was enrolled in the school but due to his course schedule, was not expected to attend school. 

(Aggregate Days Present + Aggregate Days Absent + Aggregate Days Unscheduled Days = Days in Membership)

A student is considered unscheduled when he is:

  • not expected to be present in school, some examples include:

    • no classes on even or odd day schedules

    • virtual or alternative class schedule that does not meet on a given day

  • not expected to participate in a school-sponsored activity, some examples include:

    • attendance is not required for senior students who graduate before the regular term is over

    • students who do not have semester/final exams on a given day when school is open to those who do

N

3

113

504

Language Instruction Educational Program

A state-assigned code to identify the language instruction educational program provided to EL students.

N

1

114

505

Unexcused Absence - Truancy

Absences where student whereabouts are unknown and not supported by parent (that is, student skips a day of school)

N

Blank cell

115

506

Unexcused Absence - Locally Defined

Absences where student whereabouts are known or supported by parents but administration or local policy still deem the absence unexcused (that is, the student is missing from school to play in a 4-day travel tournament).

N

Blank cell

116

507

Attendance Plan Code 2019

A code to indicate whether a plan was jointly developed to resolve the student's nonattendance when the student accrues five unexcused absences for the year. Such a plan shall include documentation of the reasons for the student's nonattendance.

N

1

117

508

Attendance Conference Code 2019

A code to indicate whether a conference was held, with or without a parent, within ten school days from the date of the tenth unexcused absence. The conference shall include a principal, or principal's designee, and incorporate a multi-disciplinary team to address concerns and plan additional interventions to address nonattendance. 

N

1

118

509

Court Referral Code 2019

A code to indicate whether the student is making progress in improving attendance, or for circumstances in which the parent is intentionally noncompliant, the parent is referred to court; or for circumstances in which the student is resisting parental efforts to comply with compulsory attendance requirements,  the student has been referred to court.

N

1

119

510

Early Intervening Services Flag (IDEA Part B)

A flag to indicate whether the student received CEIS or CCEIS services at any point during the school year.

N

1

120

511

Seclusion 

The cumulative number of times that a student was put into seclusion. This includes students in public elementary and secondary schools as per Regulations Governing the Use of Restraint and Seclusion in Elementary and Secondary Schools in Virginia and private schools for students with disabilities as per the Regulations Governing the Operation of Private Schools for Students with Disabilities.

N

4

121

512

Restraint

The cumulative number of times that a student was restrained. This includes students in public elementary and secondary schools as per Regulations Governing the Use of Restraint and Seclusion in Elementary and Secondary Schools in Virginia and private schools for students with disabilities as per the Regulations Governing the Operation of Private Schools for Students with Disabilities.

N

4

122

513

Locally Awarded Verified Credits

The cumulative number of locally awarded verified credits earned by a student, following the Board of Education's regulations and guidance, Guidance Governing the Use of Locally-Awarded Verified Credits and Emergency Guidelines for Locally Awarded Verified Credits Due to COVID-19. This number may exceed the LAVC cap if certain LAVCs are awarded.

N

1

123

514

Special Permission Locally Awarded Verified Credits

The cumulative number of special permission locally awarded verified credits earned by a student with disabilities, following the Guidelines for Standard Diploma Credit Accommodations for Students with Disabilities.

N

1

124

515

Credit Accommodation Codes

A state-assigned code to indicate any and all credit accommodations that a student with disabilities used to earn credits required to graduate with a Standard Diploma.

N

6

125

516

Intensive Support Services Code

A state-assigned code that designates a program, through which students with Intensive Support Needs receive special education services and which allows the student to be claimed for reimbursement funds

(Formerly known as the special education regional tuition reimbursement program).

N

2

126

517

Head Start Provider Code

A state-assigned code that designates a Head Start Program. Budget's note: Any division that has students that reside in that division that are enrolled in a Head Start program should be flagged as such.

N

2

127

518

Regional/Local Center Percent of Time

The overall percentage of time that the student spends throughout the school year in a regional or local center.

The percent of time spent in a regional or local center plus the percent of time spent in the Responsible School would equal 100.  SRC does not collect the percent of time spent in the Responsible School but divisions can use it to validate Regional/Local Center Percent of Time.

N

3

128

519

Remote Instruction Percent of Time

The total percent of the time from the first day of school through the as of date when the student received remote instruction.

The percent of time spent in remote instruction plus the percent of time spent in in-person instruction would equal 100.  SRC does not collect the percent of time spent in in-person instruction but divisions can use it to validate Remote Instruction Percent of Time.

N

3

129

520

Internet Access for Remote Learning

A state-assigned code that describes a student's most readily available internet access for remote learning. This is required for all students, regardless of instruction method.

If more than one choice applies to the student, choose the lowest numbered choice (that is, if a student has access to both Internet Access at home that allows for live streaming and a Public connection not at home, choose Internet access at home because 1 is less than 3).

N

1

130

521

Device Access for Remote Learning

A state-assigned code that describes a student's most readily available access to a device for remote learning. This is required for all students, regardless of instruction method.

If more than one choice applies to the student, choose the lowest numbered choice (that is, if a student has both a School Provided device and a Shared Family device choose School Provided device 1 is less than 3).

N

1

131

522

Parental Remote Learning Decision

A flag to indicate that the parent has opted for the student to not attend school in-person and will participate in only remote learning.

A

1

132

523

SLIFE Status Flag

A flag to identify a student with limited and/or interrupted formal education defined as an English learner who:

  • enters or re-enters any school in the United States at or after the age of 8; AND 

  • is identified at English Language Proficiency (ELP) Level 1 or 2; AND

  • has at least 2 years less schooling than their similar-age peers.

A

1

133

524

 Date of Entry into U.S. Schools

The Date of Entry into U.S. schools is the actual date associated with the original entry that represents the student’s first day of enrollment in a U.S. school. 

Date

10

134

525

Hours of Flexible Instruction

Cumulative number of hours the student participated in flexible instructional programs provided outside of the normal school day. This instruction must be in-person, by a licensed teacher using meaningful and engaging coursework that resembles the regular classroom. 

N

3

135

526

Student Email

If available, the school provided student email to be used for the Military directory data exchange in compliance with U.S.C. Title 10.

A

75

136

527

Parent Opt-out Flag

A flag to indicate that the parent has opted out of the Military directory data exchange (U.S.C. Title 10). Student directory data such as name, telephone number and address will not be collected to be shared with the Military if this flag is Y.

A

1

137

528

Filler #4

Reserved for future use

Blank cell

Blank cell

138

529

Filler #5

Reserved for future use

Blank cell

Blank cell

139

660

Student's First Name

Student's First Name

A

15

140

670

Student's Middle Name

Student's Middle Name

A

15

141

680

Student's Last Name

Student's Last Name

A

25

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.