Student Reporting Overview

Useful Links

• DOE Student Record Collection Home
• PowerSchool State Reporting Guide
• Required State Data Elements
• State Code Values
• Important Information for High Schools Regarding Transcripts

Student Data Extract Files

Each year, we are required to submit four student data extract files to the Virginia Department of Education:

1. The Fall report collects student information as of October 1.
2. The Spring report collects student information as of March 31. This report is used to determine Average Daily Membership, a critical determinant of state funding.
3. The End-of-Year report collects student information as of the last day of school.
4. The Summer report collects information on summer graduates.

The first three reports consist of records for every student who was enrolled in one of our schools during the reporting period, even if the student was only enrolled for one day. The summer report includes students who graduate during the summer.

What's in the Reports?

The reports consist of individual student records, such as the following:

B	1234567890	123456	086	0120	086	0120	A	E1	08/22/2007			5	F	01/01/1985	07	N			N					N		N	N	N		N			N				N	4				N	175	5	N	N					136			N			N			N	N							Susan	Mary	Student

We extract this information from our student information system; therefore, any errors in our student information system will become state reporting errors. The aggregate data compiled by the state--dropouts, graduation rates, etc.--comes from these individual student records; therefore, accurate and complete data entry is the foundation for high-quality data reporting. The most effective way to enter data is to get it right the first time. For example, a simple error, such as coding a student entry or withdrawal code incorrectly, can result in an entire student data extract file being rejected. This results in the data entry person having to revisit the student's enrollment/withdrawal documentation, then correcting the error in the student information system. The person responsible for submitting the student data extracts has to make a correction and resubmit the entire file.

During the 2007-2008 school year, there were 69 different data elements required for each student. Not every data element is required for each report; the fall report requires the least elements, the end-of-year the most. You can find a list of the required data elements on VDOE's website. Most of the data elements have to be coded in a specific way. You can find a list of those codes on the VDOE website. Please note that these data elements and codes may change from year to year. If you print the list, please revisit the online version to ensure that you have the latest version. The revision date is printed in the lower left-hand corner of each page.

What's New for 2008-2009?

Neglected/Delinquent Codes

Neglected/Delinquent status used to be a Yes/No field. It is being changed to gather more detailed data. The new Neglected/Delinquent categories are on the VDOE website. This information will be collected in User Code 22 in the Student Atom. User Code 22 will default to blank, which means a student is not classified as neglected or delinquent. If you have a student who falls into one of the Neglected/Delinquent categories:

1. Open the Student Atom and navigate to this student's page.
2. Click the Additional Student Information arrow in the lower left-hand corner of the page to display the Additional Student Information screen.
3. Click the User Code tab on the Additional Student Information screen.
4. Select the appropriate value from the User Code 22 dropdown.
5. Click the Save button.
6. Click the Close button to close the Additional Student Information Screen.

Neglected/Delinquent status will be required in all four student reports and it cannot change during the school year; i.e., if you report a student as neglected/delinquent in the fall, he or she must be reported as neglected/delinquent on the spring and end-of-year collections.

Unexcused Absences

We will be required to report the number of unexcused absences on the end-of-year report. This will be a calculated field that won't require any special data entry; that is, the Pearson reporting software will accumulate the number of unexcused absences for each student.

Homeless Code

The old Yes/No Homeless Flag has been retired. The Initial Primary Nighttime Residence Code replaces it. This code has the following values:

• Blank = Not identified as a homeless child or youth
• 1 = Unsheltered
• 2 = Shelters
• 3 = Doubled-up
• 4 = Hotel/motel

Homeless information will be recorded on Page 3 of the Student Atom. The Homeless checkbox on that page will be replaced with a dropdown list with the valid homeless values. Homeless status will be required in all four student reports and it cannot change during the school year; i.e., if you report a student as homeless in the fall, he or she must be reported as homeless on the spring and end-of-year collections, even if the child's actual homeless status changes.

Full-time Virtual Program Code

This code identifies students enrolled in a full course of study for all educational services in a virtual program at the serving school. The following are valid values:

• Blank = Not identified as participating in a virtual program
• 1 = Participates from home, not homebound, not home based
• 2 = Participates from home while on homebound education
• 3 = Participates from home during a home based expulsion or long-term suspension
• 4 = Participates from home during a home based short-term suspension
• 5 = Participates from a public school facility
• 6 = Participates from a private school facility
• 7 = Participates from another location

This information will be collected in User Code 21 in the Student Atom. User Code 21 will default to blank, which means a student is not participating in a full-time virtual program. It is unlikely you will have any students who fall into this category. If you do, follow these steps to flag the student:

1. Open the Student Atom and navigate to this student's page.
2. Click the Additional Student Information arrow in the lower left-hand corner of the page to display the Additional Student Information screen.
3. Click the User Code tab on the Additional Student Information screen.
4. Select the appropriate value from the User Code 21 dropdown.
5. Click the Save button.
6. Click the Close button to close the Additional Student Information Screen.

Foster Care Flag

This Yes/No flag identifies students who are not residents of the school division that is providing their education and:

1. Who have been placed in foster care or other custodial care within the geographical boundaries of such school division by a Virginia agency, whether state or local, which is authorized under the laws of the commonwealth to place children;
2. Who have been placed in an orphanage or children’s home which exercises legal guardianship rights; or
3. Who are residents of Virginia and have been placed, not solely for school purposes, in a childcaring institution or group home.

To identify a child in foster care, check the Foster Home checkbox on Page 3 of the Student Atom.

Four-Digit Enrollment and Withdrawal Codes

The current two-character enrollment and withdrawal codes cover a variety of situations. For example, the W2 code actually covers eight situations in which a student transfers from one school to another school in the same LEA. The new four-character codes break these situations down into detail. VDOE is encouraging divisions to use the four-character codes in 2008-2009; it will require them in 2009-1010. Our goal is to have them in place by the start of the 2008-2009 school year. The four-character codes are listed along with the two-character codes on VDOE's Code Values page, in the entry codes and exit/withdrawal codes tables.

Problem Areas

W9 Withdrawal Codes

A W9 withdrawal code is automatically assigned when a student has missed 15 consecutive days of school. These should be changed to the correct withdrawal code as soon as the 15 days have elapsed. You can use the following query to check for the existence of W9 withdrawal codes.

ASTU AENR PermNum FN LN LeaveCode IF LeaveCode = "W9"

Be sure to check the Show Inactive Records in the SASI Query Atom to display these records. (Students with a W9 code are inactive.)

Incomplete Career-Tech Information

Career-Tech information reporting is complicated. We have created a separate page that describes all of the career-tech reporting requirements.

Graduation Reporting

Students with the graduation withdrawal code (W7) must also have Graduate/Other Completer and Graduation Plan Codes. You can use the following query to check for missing Graduate/Other Completer Codes:

ASTU PermNum FN LN If Grade = "12" AND UserCd4 = " "

You can use the following query to check for blank Graduation Plan Codes:

ASTU PermNum FN LN If Grade = "12" AND PostSecond = " "

Students who receive GEDs should be marked with W7 withdrawal codes and the appropriate GED code selected from the Diploma Tag field on Page 3 of the Student Atom.

Pre-K Experience Codes and Times

All students enrolled in pre-K or kindergarten must have their pre-K experience and weekly time reported. The state doesn't allow any exceptions, even for children who are only enrolled with us for a brief time, so it is best to get this information when parents enroll their children. The PK Experience Code is a state-assigned code that identifies the current or most recent PK (pre-kindergarten) experience of pre-K and kindergarten students. Because the VDOE requires this code to reflect the student's current or most recent pre-K experience, this code could change. For example, a three-year-old who comes to us for speech services only would be registered as a pre-K student and coded as either Coordinated Special Education or Special Education Only. If that child enrolls in one of our pre-K programs the following year, his or her experience code would change to either 21 or 22. The VDOE has published a list of scenarios that will help you properly code these students.

Important Information for High Schools Regarding Transcripts

Pearson has added new capabilites for transcripts regarding:

• Type of Industry Certification Credentials
• Certificate of Program Completion
• Early College Scholars
• Commonwealth Scholars
• Credits Earned by Substitution

See page 5 of the Virginia Individual Student Record Collection and Student Transcripts document for details.