CEDARS Files

Location

Location (A)

This file captures information about each district with an OSPI assigned County-District Code and each school within the district. Each of the District's schools with enrolled students will be reported in this file using the OSPI assigned school code. Additional district and school information will continue to be collected through the Education Data System (EDS) Profile. This CEDARS file is necessary to link data between all CEDARS files. Placeholder records that districts may use for programs or sub-sets of schools are not reported in this file.

Student

District Student (B)

School Student (C)

This file captures record(s) for each student of the enrollment data associated with each entry and exit for every school that served the student within the current school year. A student should have a record for each enrollment. Multiple enrollment records within one school will be necessary if the student enters, exits and reenters a school. Entry and exit dates may not overlap for individual students.

Student Schedule (E)

This file captures schedules for each student in grade PK through grade 12. Only include those courses for the student from the beginning of the year through the effective term identified by the End Date you select when you run the CEDARS download or extract.

Student Grade History (H)

This file captures records for every student's high school credit courses where credit was attempted. The final grade for the course must be the same grade that will appear on the student's transcript. Grade history records for courses the student received from schools outside the serving district should be reported using a blank Location ID.

Student Programs (I)

This file captures student participation in various programs for the current school year. There should be one record per student per program for the current school year. For example, if a student enters, exits, and re-enters a program, there should be two records to reflect these two separate enrollments into the program. If a student is participating or received services from more than one program, there should be a record for each program the student participates in or received services from. Information for the State Transitional Bilingual Instruction Program is not included in this file. It is reported separately in the Student Bilingual Programs File. Information for the Special Education Program is not included in this file. It is reported separately in the Student Special Education Programs File.

Bilingual Programs (J)

This file captures information unique to those students who are receiving services or tested but did not qualify for:

• State Transitional Bilingual Instruction Program (STBIP) services
• English Language Development services for Native American students under Title III

There should be at least one entry for each student identified for the current school year. For example, if a student enters, exits and re–enters the State Transitional Bilingual Instruction Program (STBIP), there should be two records to reflect these two separate enrollments into the Program. Only placement test data are reported in this file. This file is not intended to collect annual test data for students.

Special Education Programs (K)

This file captures program information unique to the Special Education Program. There should be one record for each student per enrollment into the program for the current school year. For example, if a student enters, exits and re-enters the Special Education Program, there should be two records to reflect these two separate enrollments into the Program.

Ethnicity (L)

This file captures ethnicity information unique to each student. This file consists of at least one record for each student served in the district during the current school year along with ethnicity data associated with the student. If Ethnicity code equals ' ' (Non-Hispanic), there cannot be other records in this file for the same student. If Ethnicity code contains "Y" (Hispanic), there can be multiple records for the student.

Race (M)

This file captures race information unique to each student. This file consists of at least one record for each student served in the district during the current school year along with race data associated with the student. For students who are multiracial, individual records will be submitted; one for each race selected.

Student Absence (N)

This file captures daily absence information for each student who is absent from seat-time classes. All absences from the seat-time instruction should be reported, even if the absence is due to the participation in a district or school approved activity or instructional program. This file consists of one record for each student served in the district during the school year for each absence associated with the student for each school where the student is enrolled. Even when a student leaves the school associated with these absence records, the records must continue to be reported through the remainder of the school year. Absences must be reported for K-12 students. You may report pre-school student attendance as well, if you track this information.

Student Discipline (R)

This file captures information regarding discipline, incidents and interventions unique to those students involved in incidences during school or school-related activities. The file consists of one record for each student and incident during the current school year. If multiple offenders are associated with the same incident, then one record must be submitted for each student. An incident results in either the removal of one or more students from their regular school setting or in a disciplinary action. A single incident may result in the discipline of more than one student.

LAP Student Growth (Q)

This file captures information regarding academic growth for students participating in the Learning Assistance Program (LAP) and/or Washington Reading Corps (WRC). Districts are required to report to OSPI the amount of academic growth gained by students participating in the LAP English Language Arts, LAP Math, LAP Academic Readiness, LAP Behavior, and Washington Reading Corps Literacy Support. Districts are also required to report student entrance and exit assessment data as well as the services used to support students. One record per student per program enrollment is created for the current school year. For example, if a student enters, exits, and re-enters a program, there will be two records reflecting two separate enrollments in the program. If a student is participating in or received services for more than one program, there should be a record for each program.

Student Restraint and Isolation (S)

This file captures information about all students who are restrained or isolated and any staff injured during those actions of students restrained or isolated, as required by RCW 28A.600.485.

Student Non-Traditional Credit Attempt (T)

This file captures all non-scheduled courses and other non-course credit activities where high school credit was attempted while the student was enrolled at any school in the district during the current school year, including those students who exit the school. Only activities from the current school year are included.

This file captures information on all currently enrolled students referred for an initial evaluation to determine if a student is eligible for special education. This includes all students referred regardless of their eligibility determination and all related timelines associated with the referral and eligibility processes.

This file captures information regarding students screened for various supports. Districts are required to report to OSPI the screener used and the interventions used for at risk students. Students are reported in this file in the year they are screened and any subsequent years in which they receive interventions. All instances of screening are reported.

Staff

Staff (F)

This file captures information about district staff teaching a course or assigned to a homeroom for the current school year in grades PK – 12. There should be one record for each teaching staff member per district. If a staff member serves more than one school, then that information is captured in the Staff Schedule File G.

This file captures schedules for each staff member in all grades PK – 12 teaching a course or assigned to a homeroom. The Staff Schedule File will include all teachers and the courses currently taught by teachers in the current school year. Only include those courses for the staff member from the beginning of the year through the effective term identified by the End Date you select when you run the CEDARS download or extract.

Course

Course Catalog (D)

This file is a catalog of all courses for all grades in the current school year offered at each school in the district. There should be one record for each course offered at each school within the district. For example, if Eng101 is offered at two schools, there would be two records in this file for Eng101, one for each school in the district offering the course. Elementary curriculum is captured through a generic "course code".