Enrollment Data¶
The questions here deal specifically with the files 4_PS_Enroll & 5_PS_GradeProg.
In 4_PS_Enroll, should the ENRENDDATE be blank if the student has not left the school district or should it have the last day of school for sy 20XX?¶
In the cases where a student does not leave your school and expected to return in the fall, leave the ENRENDDATE blank.
If there is no end date put into the ENRENDDATE, then there is an error in 04_5_PS_GRADEPROG saying there is not enrollment for that period. When I put in the last day of school into ENRENDDATE and 07 into EXITTYPE all the errors go away.¶
If you enter the ENRENDDATE with EXITTYPE = 07, the student will be expected to leave your school and you must enter a NEWENRORGID for each student.
When a student is expected to stay in your school, it is expected to leave the ENRENDDATE null/blank. In the PS_GradeProg file, for all students that are promoted to the next grade, you must create an additional row of data for that student with their new grade with a GRADEBEGDATE.
AOE suggests Example 1 for promoted students that are expected to remain in your school.
- Example 1:
Grade Prog for student 123456789 promoted from 7th to 8th grade.
SU0XX,PS0XX,123456789,07,6/16/20XX,6/30/20XX,20XX
SU0XX,PS0XX,123456789,08,07/01/20XX,,20XX
- Example 2: Using your last day of school for the GRADEENDDATE, if your last day of school was June 16, 20XX
Grade Prog for student 123456789 promoted from 7th to 8th grade.
SU0XX,PS0XX,123456789,07,6/16/20XX,6/16/20XX,20XX
SU0XX,PS0XX,123456789,08,06/16/20XX,,20XX
Normally, the Grade End Date Field would contain a date one day later than the last day of school if a student is being promoted. What is shown in this field if the student is being retained, or leaves my school before he completes the school year? If he move to a new school, I can assume he would proceed in the same grade, but it is not guaranteed they would?¶
For the Grade End Date field(GRADEENDDATE), if the student is promoted and expected to remain in you school, use a grade end date of 06/30/20xx.
With the new (promoted) grade begin data 07/01/20xx
Grade End Date field, if the student is promoted and exits your school (for any reason including, matriculated/graduated)
Place grade end date of the last day of school/PS_Enroll enrollment end date.
Grade End Date field, if the student is retained and and expected to remain in you school.
Leave the grade end date null/blank
How do we report NSLELG for students whose families did not submit a household income / NSLP income form?¶
If the student’s family did not submit a household income/NSLP income form, you would report this student as 96- Not Eligible.
01 - Free breakfast or lunch
02 - Reduced-price breakfast or lunch
09 - Declined
96 - Not Eligible
We are a CEP school, do we report all our students as 01?¶
No, you should report whether a student is eligible to receive Free/Reduced lunch, not whether or not they are receiving it.
What does declined mean? In the NSLELG codeset?¶
If a student’s family is eligible to receive Free/Reduced lunch, but, decline free/reduced lunch services, these students should be reported 09 - Declined
01 - Free breakfast or lunch
02 - Reduced-price breakfast or lunch
09 - Declined
96 - Not Eligible
Do we submit by school or district?¶
All files will be submitted at the SU/SD level, with all schools in the SU/SD in the same file(s).
*if you submit one school at a time, you will overwrite the prior upload.
Are the DC#03 Nightly Unofficial submission uploads mandatory, until there's SIS automation, doing the attendance report is going to be a nightmare?¶
DC#03 daily uploads are not mandatory. The DC#03 submission enables you to run through a submission process before a collection is open, in cases where you would like to see how many errors your data may generate. Additionally the DC#03 nightly unofficial submission would enable you to retrieve the Direct Cert list for your schools before the first official submission of the school year is State-Certified.
How do we will get our Direct Certification lists? Our food service provider and business office is not sure what the process looks like this year.¶
Once SU/SDs submit their student enrollment via the VT SLDS, you will retrieve the Direct Cert list through edfusion, at this time each SU/SD has 1-3 people within their SU/SD designated as their District Data Reporting Manager.
I understood that the direct cert report can be found on edFusion. If updated reports are not there now, where on the site will they be found?¶
The direct cert reports will be available in edfusion after the SU/SDs have submitted their DC#03 nighlty unofficial. Once an official collection is state certified, the reporting group will pull from the most recent official state certified data submission, below are instructions to pull your report;
To extract your Directly Certified Students enrolled in your schools within your SU/SD,
In EdFusion Insight – Reporting Group
selection criteria
Source – Analysis Data mart
Reporting Group – Public School Student
**Filter Criteria, you have submitted DC#03_NightlyCollection_Unofficial for your SU/SD OR all DC#06_FALL_ADM_Official submissions are certified in the state. Select Year, SU/SD and create.
***if desired year is not visible, you must submit a DC#03 unofficial collection, see below for guidance to copy submitted DC#06 data to generate a DC#03_NightlyCollection_Unofficial dataset.
The Information box will show you what source data the export is derived from.
The export will appear in the export history window below.
Columns BP-BV populates the following field names;
DCERT_RUFA Student
DCERT_RUFA_STARTDATE
DCERT_RUFA_ENDDATE
DCERT_SNAP Student
DCERT_SNAP_STARTDATE
DCERT_SNAP_ENDDATE
All YES values in either of the fields below, identify these students are directly certified to receive free lunch.
DCERT_RUFA Student
DCERT_SNAP Student
Each month AOE receives a file from DCF that lists names of all directly certified persons less than age 22. On (or around) the 20th of each month, AOE will upload a new Direct Cert list into the edfusion system.
Reporting Groups information/details
Populating
If your source data is from DC#06_FALL_ADM_Official, DC#07_Spring_Official or DC#04_YearEndCollection_Official, the reporting group will not populate until all data is certified from every SU/SD in the state.
However,
DC#03_NightlyCollection_Unofficial source data will process overnight.
In order to obtain your Direct Cert information, you must upload the following 3 files. The DC#03 Unofficial Submission is the only submission that does not require you to load all templates with each submission. However, if the files you load contain relationship dependencies you will receive errors.
03_0_Student_Identity
03_4_PS_Enroll
03_5_PS_GradeProg
Other
Can you please tell me which submissions are tied to funding?¶
All submissions are tied directly/indirectly to funding. For example, The DC#04 EndOfYearCollection is tied to ESSA funding, in addition to the allowable tuition calculation. The DC#05 and DC#06 collections are tied to ESSA and ADM funding, Title Targeting and Ranking, TCLI eligibility to name a few.
How do we record enrollment for students enrolled in independent school receiving tutoring from public school?¶
If the student is submitted in the DC#05 Tuitioned Student Official there is no need to include the student in DC#06 Fall_ADM, DC#07 Spring Official or DC#04 EndofYear.
If the student is not submitted in DC#05 Tuitioned Student Official, and a school is providing educational/instructional services on a ‘part time basis’ that would be handled by adding the student to the DC#06, DC#07 and DC#04 submissions.
We have a student returning from VAL to graduate. Do we need to report her in SLDS?¶
If you are going to give this student a high school diploma, enroll them for one day at the end of the year, then exit them the next day using 08 “Graduated with regular diploma”. They should be reported in SLDS.