Data Steward Manual 2014-15 Release Notes

Data Steward Manual 2014-15
Release Notes
This resource summarizes changes and corrections to the DATA STEWARD MANUAL 2014-15
published on August 22, 2014. Updates are listed with the most recent information appearing
near the top.
October 21, 2014
Corrections to page 51
Corrections to step 5 of the procedure titled Add A Student Record Manually.
• The screen shot is updated.
• A new field definition table is provided.
• Best practices and corrections when using this procedure in combination with the Test,
Exit, and Clear (TEC) file are offered.
Corrected pages are included in this PDF.
September 24, 2014
Correction to page 42
The Current_Grade_Level field uses one character for grades 3-9 and two characters for grades
10-12. The file will reject if there is a zero in front of a number (i.e. 03).
A corrected page is included in this PDF.
September 9, 2014
Correction to page 43
The required status for two fields in the Enrollment Template is incorrect.
• School_Entry_Date is required.
• State_Entry_Date is not required.
A corrected page is included in this PDF.
Field Current_Grade_ Level Format; Length Numeric; 2 3‐12. Do not use leading zeroes. Req? Yes Definition The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session. For example, 3=3rd grade, 11=11th grade. Local_Student_ Identifier Alphanumeric; 10 No State_Student_ Identifier Current_School_ Year Numeric; 10 Yes The unique alphanumeric code assigned to the student by the school or local education agency. The student’s state ID number. YYYY; 4 Yes Funding_School Alphanumeric; 30 No Data Steward Manual 2014‐15 DLM‐support@ku.edu The ending year of the current school year (e.g., for the 2014–2015 school year, enter 2015). The unique code assigned by the state that indicates the location where the student is counted for state funding and/or for the Principal’s Building Report. If a district does not have a school for an educational level (e.g., does not have a high school), the district central office building number should be used. Help Desk Support Special Notes For Kansas, who uploads using the KIDS system, this information is different. This field helps determine which assessment the student is assigned. Use 2015 for all DLM students. Use the code provided in your State Organizational Table. 42 of 70 1‐ 855‐277‐9751 Field Attendance_School_ Program_Identifier Format; Length Alphanumeric; 10 Req? Yes Definition The building number (building numbers are typically four digits) or other location identifier assigned by DLM. School_Entry_Date MM/DD/YYYY; 10 Yes District_Entry_Date MM/DD/YYYY; 10 No State_Entry_Date MM/DD/YYYY; 10 No Comprehensive_ Race Numeric; 5 Yes The date on which the student enrolls and begins to receive instructional services in a school. If the student should leave and then re‐enroll, this date should reflect the most recent enrollment date. The date (month, day, and year) on which the student enrolls and begins to receive instructional services in a school district. The date on which the student enrolls and begins to receive instructional services in the state. If the student should leave the state and then re‐enroll in school, this date should reflect the most recent enrollment date. General racial category (or categories) that most clearly reflects the individual’s recognition of his or her racial background. Data Steward Manual 2014‐15 DLM‐support@ku.edu Help Desk Support Special Notes Use the Organization code from your State Organizational Table. If your data has leading zeroes, check that they are retained after each save. The number must match one in your organization, or the file upload will fail. Details about potential values are provided in a separate table below. 43 of 70 1‐ 855‐277‐9751 5. Complete the remaining fields using the table on the following pages.
Hint: This screen shot replaces the version originally published in the Data Steward
Manual on page 51. Some fields are required for DLM even though they are
not marked as required on this screen.
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The information in this table only applies when adding a student manually. When uploading an Enrollment File, use the table(s) on
page 41.
Field
Req? Definition
Special Notes
State
Yes
The state.
District
Yes
The district. Options appear after you select a state.
School
Yes
The school. Options appear after you select a district.
Legal First Name
Yes
The student’s first name.
Legal Middle Name No
The student’s middle name
Legal Last Name
Yes
The student’s last name.
Generation
No
The part of the student’s name used to denote the generation in
his/her family, e.g., Jr., Sr., III, etc.
Date Of Birth
No
The date (month, day, and year) on which the student was born.
Gender
No
The student’s gender (female, male).
Current School Year Yes
The ending year of the current school year.
Choose 2015.
Current Grade
Yes
The grade level or primary instructional level at which a student
enters and receives services in a school or an educational institution
during a given academic session.
AYP School
No
The unique alphanumeric code that has been assigned by DLM to
Identifier
the school building as listed in your State Organization Table.
Residence District
Yes
The unique alphanumeric code that has been assigned to the
Use the district-level ID
Identifier
district by DLM. This identifies the parent organization for a school provided in your State
(such as the school district).
Organizational Table.
Comprehensive
No
General racial category (or categories) that most clearly reflects the
Choose from options
Race
individual’s recognition of his or her racial background.
presented.
Hispanic Ethnicity
Yes
The individual’s recognition of his or her Hispanic ethnicity
background. (Yes, No)
First Language
Yes
The primary language or dialect (not ethnicity) of the student.
Choose from options
presented.
State Student
Yes
The student’s state ID number.
Identifier
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Field
Local Student
Identifier
Gifted Student
Req?
No
State Entry Date
No
School Entry Date
Yes*
District Entry Date
No
Primary Disability
Code
No
DLM Status
Yes*
No
Definition
The unique alphanumeric code assigned to the student by the
school or local education agency.
Indicates whether or not the student has an active Individual
Education Plan (IEP) for giftedness. (Yes, No, blank)
The date on which the student enrolls and begins to receive
instructional services in the state. If the student should leave the
state and then re-enroll in school, this date should reflect the most
recent enrollment date.
The date on which the student enrolls and begins to receive
instructional services in a school. If the student should leave and
then re-enroll, this date should reflect the most recent enrollment
date. (*While the interface does not mark this as a required field,
completing this field allows for the Test Exit and Clear (TEC) file to work.
The TEC file is used when exiting a student from a school.)
The date on which the student enrolls and begins to receive
instructional services in a school district.
Indicates whether or not the student has an active Individual
Education Plan (IEP) under the Individuals with Disabilities
Education Act (IDEA—Part B).
Yes enables Dynamic Learning Maps and the First Contact Survey
for the student. (*While the interface does not mark this as a required
field, you must choose Yes for all DLM students.)
These fields appear only when an option other than English is chosen in the First Language field.
Field
Req? Definition
ESOL Participation
Yes
The type of ESOL/Bilingual Program in which the student
Code
participates.
ESOL Entry Date
No
Date the ESOL participation began.
USA Entry Date
No
Date of entry into USA.
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Special Notes
Leave blank for DLM
students.
Choose from options
presented.
Choose YES to access the First
Contact Survey and all
Dynamic Learning Maps
features.
Special Notes
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Best Practices for the Add Student Manually Interface and the Test, Exit, and Clear (TEC) File
Background: In this scenario, the following criteria create an error during the TEC file process and the student is NOT successfully
removed from the system.
•
A student record is added using the Add a Student Record Manually procedure AND
•
The School Entry Date field is left blank AND
•
The student is later exited from the school using the Test, Exit, and Clear (TEC) file
Correction: If the TEC file shows it successfully updated a student, but the student still appears in the system, add the student record
with a date in the School Entry Date field. Then re-upload the TEC file. The student should be successfully removed.
Best Practice: When adding a student record manually, include a School Entry Date and choose Yes in the DLM Status field to
prevent problems when exiting a student using the TEC file.
Note: Because the School Entry Date is required in the Enrollment template, any student uploaded using the CSV file can be
removed successfully using the TEC file.
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