WA Student Data Report
The report captures directory data for high school students in Grades 9 through 12 and their parents or guardians who have not opted out of information sharing through the annual FERPA notification process. The report contains 13 data elements.
Menu path: From the Regulatory menu, select Reports, select Reports, and then select WA Student Data Report.
Prerequisites
The student must be of the grade levels 9 through 12.
Report Option
Menu path: From the Regulatory menu, select Reports, select Reports, and then select WA Student Data Report.
To run the WA Student Data Report report:
Select the School Year to identify the data submission you are processing.
Use the Buildings prompt to choose the buildings you want to process.
Enter the Start Date as the first date that you want to report data for. If you are reporting to the State on a monthly basis, this will be the first day of the previous month.
Enter the End Date as the last date that you want to report data for. If you are reporting to the State on a monthly basis, this will be the last day of the previous month.
Select the Create Report as a PDF checkbox if you want a PDF version of the report.
To generate a comma-separated value version of the report, select the Create Report as CSV checkbox. The file is formatted according to the state template and pulls data in the same way as the PDF report.
Define the Filter criteria if you want to run the report for a group of students.
Use the Run section to determine when the report was generated.
Click Run. If you process a single building, the report will have that building's name on the My Home page. If you run the report for multiple buildings, the report is identified as a Multiple WA Student Data Report.
File Layout
Data Element | Description | Data Type | Size | NULL/Not NULL |
|---|---|---|---|---|
DistrictCode | Unique, five-digit code assigned by OSPI to every LEA in Washington. | CHAR | 5 | NOT NULL |
SchoolCode | Unique, four-digit code assigned by OSPI to every school in Washington. | CHAR | 4 | NOT NULL |
SchoolYear | For academic years that span a calendar year, this is the four-digit year-end. For example, 2023 for 2022-23. | CHAR | 4 | NOT NULL |
SSID | State Student Identifier. | CHAR | 10 | NOT NULL |
ContactType | G for the guardian or "S" for the student. | CHAR | 1 | NOT NULL |
LastName | The full legal last name borne in common by members of a family. | VARCHAR | 75 | NOT NULL |
FirstName | The full legal first name given to a person at birth, baptism, or through legal change. | VARCHAR | 75 | NOT NULL |
MailingAddressStreet | The street number and street name or post office box number of an address. | VARCHAR | 150 | NOT NULL |
CityName | The name of the city in which an address is located. | VARCHAR | 30 | NOT NULL |
StateAbbreviation | The abbreviation for the state (within the United States) or outlying area in which an address is located. | CHAR | 2 | NOT NULL |
ZipCode | A number that identifies each postal delivery area in the United States used as a portion of an address. | VARCHAR | 17 | NOT NULL |
PhoneNumber | The telephone number including the area code, and extension, if applicable. | VARCHAR | 24 | NULL |
EmailAddress | The numbers, letters, and symbols used to identify an electronic mail (e-mail) user within the network to which the person or organization belongs. | VARCHAR | 128 | NOT NULL |
For the Contact Type data element:
At least one row per value is required for each student.
Additional rows may be added for parents or guardians.
Valid values are S – Student and G – Parent/Guardian.
The WA Student Data Report ensures that each "G" and "S" record includes only one phone number by implementing SQL ranking to remove duplicates, retaining the most recent entry.