November, 2011 CEDARS in SKYWARD
Acronyms Used in this Presentation CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction EDS Education Data System WSIPC The Washington School Information Processing Cooperative FTP File Transfer Process EOC End of Course
What is CEDARS? CEDARS is a data system that allows OSPI to collect, store and report information related to students, courses and teachers. • Course data includes standardized state course codes and content areas. • Student data includes demographics, enrollment information, schedules, grades, and program participation. • Teacher data includes demographics, certifications, and schedules. WSIPC has developed a data extract process that creates and populates 13 specific CEDARS files using data from district Skyward databases. These files are then sent to the OSPI secure FTP site using an automated process. Files are created and sent automatically on a weekly basis. This Power. Point presentation is designed be used in conjunction with the OSPI CEDARS Data Manual and provides Skyward users a lookup tool to quickly determine the Skyward data field(s) used to populate the fields in the CEDARS files. It is designed to provide information that will assist in the data analysis as a function of the CEDARS error correction process.
Today’s Agenda – – – Locating Your Exceptions in CEDARS (EDS) Handling Logical Deletes in CEDARS Reporting Skyward Data on your District Xport Drive SSID Export and SSID Import Skyward to CEDARS Data Cross-Reference
Locating Your Exceptions in CEDARS
Locating Your Exceptions in CEDARS View Error Types is a summary of your error types. View Details is a list of the records in error. Error Records are the number of errors you have in the Table.
Locating Your Exceptions in CEDARS When using View Error Types, you can quickly see a summary of the types of errors occurring.
Locating Your Exceptions in CEDARS When using Error Details, you can export your errors to Excel. This makes locating information easier.
CEDARS Logical Delete Process Click on the Submission List at the bottom left side of the screen
CEDARS Logical Delete Process In this example, Student Schedule and Staff Schedule reached the threshold
CEDARS Logical Delete Process Select one of the tables to view
CEDARS Logical Delete Process The records pending logical delete will be displayed
CEDARS Logical Delete Process
CEDARS Reporting The CEDARS application offers districts a variety of reports that can be used to validate data contained in the CEDARS database. Reports are split into the following categories: • Enrollment • State and Federal • Vocational • Special Ed • Bilingual • Program
CEDARS Reporting Sometimes people are unsure of what to enter on the CEDARS Reporting Screens: • Between Start and End Date – Include students enrolled between the start and end dates entered. • As of Date – Use the data from the most recent submission on or before the As of Date. • Unduplicated Counts – This option counts a student in their default school only.
CEDARS Reporting
CEDARS Reporting
CEDARS Reporting
CEDARS Reporting
CEDARS Reporting Skyward Enrollment Report
CEDARS Reporting Do not try to use the Validation and Certification Options available on this screen. These steps must be completed under the new EDS application called Special Education November Federal Child.
CEDARS Reporting
CEDARS Reporting
CEDARS Reporting Skyward Lunch Code Totals by Day Report
Skyward Data on your district Export drive 1. Thirteen files are created from Skyward for CEDARS. These "source" files are stored on your Export drive in Citrix. 2. On your Citrix desktop, double click on the ESD 101 -MF-## icon. Double click on your Export (X) drive.
Skyward Data on your district Export drive 3. In your export drive, look for folders with little zippers on them. The folders are named: District. Number_0000_CEDARS_Year. Month. Day_School. Year. ZIP Right click on that file and choose Extract All from the resulting menu. An Extraction Wizard will walk you through the few steps necessary to unzip the files and will save them into a new folder that will be created in your Export drive. The name of this folder will include the date of the extract from WSIPC. 4. After clicking Finish on the Wizard, you will see 13 text files listed on your screen. Find the file that has your errors, Staff, Location, etc.
Skyward Data on your district Export drive 5. To open a file to review the data, right click on it and choose Open With/Choose Program from the resulting menu. Within the box that appears, choose Microsoft Excel. Locate your errors. 6. Errors cannot be corrected on EDS or in the source files; errors must corrected in Skyward. 7. CEDARS data will be sent to OSPI every Thursday night at midnight. Remember: The goal is for all of us to maintain as accurate data as possible.
SSID extracts and imports Using the CEDARS Match Process In EDS – CEDARS go to SSID and Student Match Click the Search On the next screen, Match the available students in the list and Save the matches
SSID extracts and imports Using the CEDARS Match Process When finished “matching” students, click the Download SSIDS button. Search By: SSID Assigned Date Range, enter a date range Choose Search
SSID extracts and imports Using the CEDARS Match Process Verify the students in the Download SSIDs list. Choose Download
SSID extracts and imports Using the CEDARS Match Process This window appears after the “Download” selection. Select Save. Be sure to save the file somewhere you can locate it again.
SSID extracts and imports After saving the Download you will have a . txt file named SSIDReport. The next step is to import this file into Skyward.
SSID extracts and imports Import SSIDs Into Skyward WS/State Reports/WA/SSID (Entity 000) Run the Import Student State IDs Browse for the SSIDReport. txt Import the SSIDs
SSID Finding Students in Skyward with Blank SSIDS WS/State Reports/WA/SSID (Entity 000) • Run the Export Students without IDs using the Create only an SSID Report. This report will give you a list of Students in Skyward without SSIDs. The report page breaks by entity.
SSID extracts and imports Students with no SSIDs If you still have students without SSIDs, create an Export file in Skyward: WS/State Reports/WA/SSID (Entity 000) • Run the Export Students without State IDs choosing to ‘Create an SSID Extract File and Report’ • Run the View/Save Locally for State Transfer, selecting the correct file. This places the file in the Export drive. This creates a file in your district’s Export Drive. • Import the STUSSIDEXTR. txt file into EDS, use the EDS Match process as previously described.
Skyward Data Cross Reference
CEDARS Location File (A) This file contains 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 the thirteen (13) CEDARS files. Placeholder records that districts may use for programs or sub sets of schools should not be reported in this file.
CEDARS Location File (A)
CEDARS Location File (A) Element A 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year
CEDARS Location File (A) Element A 02 – County District Code CEDARS Field Name: County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element A 03– District Name CEDARS Field Name: District. Name Web Access Path: PS/CA/DS/CF/DI/District Name Element A 04 – Location ID Web Access Path: Entity selected CEDARS Field Name: Location. ID
CEDARS Location File (A) Element A 05 – School Code CEDARS Field Name: School. Code Web Access Path: WS/OF/PS/CO/SC/School Information/School Number Element A 06 – School Name CEDARS Field Name: School. Name Web Access Path: WS/OF/PS/CO/SC/School Name
CEDARS District Student File (B) This file consists of a record(s) for each student served in the district during the current school year along with the basic demographic data associated with the student. A student should have a record for each enrollment. Multiple enrollment records within one district will be necessary if the student enters, exits, and reenters a district. Entry and exit dates may not overlap for individual students.
CEDARS District Student File (B) In some cases a student may need to be excluded from CEDARS
CEDARS District Student File (B) Element B 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WS/PS/CD/DC – This record defines the current CEDARS processing year
CEDARS District Student File (B) Element B 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: : PS/CA/DS/CF/DI/District Code Element B 03 – Resident County District Code CEDARS Field Name: Resident. County. District. Code Web Access Path: WS/ST/PR/Entry-With/Edit/CEDARS/ALE Home District
CEDARS District Student File (B) Element B 04 – District Student ID CEDARS Field Name: Distric. Student. ID Web Access Path: WS/ST/PR/WA-NCLB/Std. ID
CEDARS District Student File (B) Element B 06 – Legal Last Name CEDARS Field Name: Legal. Last. Name Web Access Path: WS/ST/PR/General/Profile/Edit/Last Element B 07 – Legal First Name CEDARS Field Name: Legal. First. Name Web Access Path: WS/ST/PR/General/Profile/Edit/First Element B 08 – Legal Middle Name CEDARS Field Name: Legal. Middle. Name Web Access Path: WS/ST/PR/General/Profile/Edit/Middle Element B 09 – Birth Date CEDARS Field Name: Birthdate Web Access Path: WS/ST/PR/General/Profile/Date of Birth
CEDARS District Student File (B) Element B 10 – Birth Country CEDARS Field Name: Birth. Country Web Access Path: WS/ST/PR/General/Birth Hist/Edit/Birth Country
CEDARS District Student File (B) Element B 11 – Ethnicity Code This is no longer an Active Data Element B 12 – Gender CEDARS Field Name: Gender Web Access Path: WS/ST/PR/General/Profile/Edit/Gender
CEDARS District Student File (B) Element B 13 – Grade Level CEDARS Field Name: Grade. Level. Code Web Access Path: WS/ST/PR/General/Entry/With/Grad Year • Grade Level is calculated as: (SCHOOLYEAR – SKYWARD. STUDENT. GRAD YR) + 12. • If the grade level is greater than 12, GD is reported. This is not a valid value for this element. Therefore, an error will be received and the student status must be reviewed in the database. (For active students only), • If the grade level is less than zero, PK is reported. • If the grade level is equal to zero, K is reported and the GLO Grade Level Override field (STUDENT ECP) is checked for a K 1 or K 3. If the GLO is a K 1 or K 3, student is reported as a K 1 grade level; otherwise, the student is reported as a K 2 grade level. • Use the following chart to determine the correct values for entry in the GLO field for Kindergarten students (note that the P 223 Reporting Requirement is different but is based on the same values that are entered in the GLO field in Skyward):
CEDARS District Student File (B) Element B 14 – Date Enrolled in District CEDARS Field Name: District. Enrollment. Date Web Access Path: WS/ST/PR/Entry-With/Edit/Most Recent District Entry Date, if C 08 is blank - or - WS/ST/PR/Entry-With/Edit/ District Enrollment Date as of Withdrawal Date , if Element C 08 is not blank Element B 15 – Date Exited from District CEDARS Field Name: District. Exit. Date Web Access Path: WS/ST/PR/Entry-With/Edit/Withdrawal Date
CEDARS District Student File (B) Element B 16 – Disability Code CEDARS Field Name Disability. Code Web Access Path: WS/SS/SE/PR/Disabilities/Edit/Disability/State Report Code WS/SS/SC/SC/Section 504 Details/Disabilities/State Report Code WS/ST/PR/NCLB-2/Section-504/Disabilities/Edit/Disability/State Report Code
CEDARS District Student File (B) Element B 17 – Student Primary Language Code CEDARS Field Name: Primary. Language. Code Web Access Path: WS/ST/PR/General/Profile/Edit/Native Language/Edit/Type WS/ST/PR/General/Profile/Edit/Language/Edit/Type Element B 18 – Student Language Spoken at Home CEDARS Field Name: Language. Spoken. At. Home Web Access Path: WS/ST/PR/General/Profile/Edit/Home Language/Edit/Type or WS/ST/PR/Family tab/Edit/Home Language/Edit/Type
CEDARS District Student File (B) Element B 19 – Social Security Number (SSN) Web Access Path: WS/ST/PR/WA-NCLB)/SSN CEDARS Field Name: SSN
CEDARS District Student File (B) Element 20 – Residential Zip Code + 4 CEDARS Field Name: Zip. Code Web Access Path: WS/ST/PR/General/Address/Edit Home/Zip Code WESPa. C Path: SM/ST/Family tab/Edit/Zip Code
CEDARS District Student File (B) Element B 21 – Is Student Homeless? CEDARS Field Name: Is. Homeless Web Access Path: WS/ST/PR/NCLB-2/Homeless
CEDARS District Student File (B) Element B 22 – Is Student an Approved Private School Student Attending Class Part-Time? CEDARS Field Name: Is. Approved. Private. School. Student. Attending. Part. Time Web Access Path: WS/ST/PR/Categories/District/Edit Catg
CEDARS District Student File (B) Element B 23 – Is Student a Home-Schooled Student Attending Class Part-Time? CEDARS Field Name: Is. Home. Based. Student. Attending. Part. Time Web Access Path: WS/ST/PR/Categories/District/Edit Catg
CEDARS District Student File (B) Element B 24 – Is Student from a Foreign Country with an F-1 Visa? CEDARS Field Name: Is. F 1 Visa. Foreign. Exchange. Student Web Access Path: WS/ST/PR/Categories/District/Edit Catg
CEDARS District Student File (B) Element B 25 – Is Student In Foster Care? CEDARS Field Name: Is. Student. In. Foster. Care Web Access Path: WS/ST/PR/Categories/District/Edit Catg
CEDARS District Student File (B) Element B 26 – Graduation Requirements Year CEDARS Field Name: Grad. Requirements. Year Web Access Path: WS/ST/PR/General/Profile/Grad Req Base Yr
CEDARS District Student File (B) Element B 27 – Student Expected Year of Graduation CEDARS Field Name: Expected. Grad. Year Web Access Path: WS/ST/PR/General/Profile/WA Grad Yr Element B 28 – Cumulative Grade Point Average Web Access Path: WS/ST/PR/GPA/WA GPA/GPA CEDARS Field Name: GPA Element B 29 – Credits Attempted CEDARS Field Name: Credits. Attempted Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Attemped Element B 30 – Credits Earned CEDARS Field Name: Credits. Earned Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Earned
CEDARS School Student File (C) This file consists of a 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.
CEDARS School Student File (C) Element C 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year
CEDARS School Student File (C) Element C 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element C 03 – District Student ID Web Access Path: WS/ST/PR/WA-NCLB/Std. ID CEDARS Field Name: Distric. Student. ID
CEDARS School Student File (C) Element C 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/State SSID Number
CEDARS School Student File (C) Element C 05 – Location ID Web Access Path: Entity selected CEDARS Field Name: Location. ID Element C 06 – Date Student Enrolled in School Web Access Path: WS/ST/PR/Entry-With/Edit/Entry CEDARS Field Name: School. Enrollment. Date Element C 07 –School Entry Code CEDARS Field Name: School. Entry. Code Web Access Path: WS/ST/PR/Entry-With/Edit/Entry Code Element C 08 – Date Student Exited From School Web Access Path: WS/ST/PR/Entry-With/Edit/Entry CEDARS Field Name: School. Exit. Date Element C 09 – School Withdrawal Code CEDARS Field Name: School. Withdrawal. Code Web Access Path: WS/ST/PR/Entry-With/Edit/Withdrawal Information/Code
CEDARS School Student File (C) Element C 10 – Is this the School that is Primarily Responsible for the Student? CEDARS Field Name: Is. Primary. School Web Access Path: WS/ST/Entity Info/Edit/WA Primary School or WS/ST/Entity Info/Edit/Default Entity or WS/ST/PR/Entry-With/Edit/Withdrawal Information/Default Entity
CEDARS School Student File (C) Element C 11– School Choice Code CEDARS Field Name: Is. School. Choice. Code Web Access Path: WS/ST/PR/NCLB-2/Non-Res In/Edit/Enrolled In Type
CEDARS School Student File (C) Element C 12 – Cumulative Days Present this Enrollment Period CEDARS Field Name: Cumulative. Days. Present Web Access Path: N/A Element C 13 – Cumulative Number of Unexcused Absences Enrollment Period CEDARS Field Name: Num. Unexcused. Absences Web Access Path: N/A
CEDARS Course Catalogue File (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 Eng 101 is offered at two schools, there would be two records in this file for Eng 101, one for each school in the district offering the course.
CEDARS Course Catalog File (D) Element D 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year Element D 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element D 03 – Location ID Web Access Path: Entity selected CEDARS Field Name: Location. ID
CEDARS Course Catalogue File (D) Element D 04 – Course ID CEDARS Field Name: Course. ID Web Access Path: WS/OF/CS/BC/CM/Edit Course/Course Key Element D 05 – Course Title CEDARS Field Name: Course. Title Web Access Path: WS/OF/CS/BC/CM/Edit Course/Long Description
CEDARS Course Catalogue File (D) Element D 06 – Content Area Code CEDARS Field Name: Content. Area. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/State Details/Content Area Code
CEDARS Course Catalogue File (D) Element D 07 – Course Designation Code CEDARS Field Name: Course. Designation. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/Washington State Specific
CEDARS Course Catalogue File (D) Element D 08 – State Course Code CEDARS Field Name: State. Course. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/State Details/State Course Code CEDARS State Course Codes for Mathematics EOC Testing:
CEDARS Course Catalogue File (D) Element D 09 – Advanced Placement (AP) and International Baccalaureate (IB) Code CEDARS Field Name: APIBCourse. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/Washington State Specific/Advanced Placement
CEDARS Course Catalogue File (D) Element D 10 – Classification of Instructional Program (CIP) Code Number CEDARS Field Name: CIPCode Web Access Path: WS/OF/CS/BC/CM/Edit Course/General Properties/CIP Code
CEDARS Student Schedule File (E) Schedules for each student in grade PK through grade 12 will be provided in this file. Only include those courses the student is currently taking during the term effective at the time of submission.
CEDARS Student Schedule File (E) Element E 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year Element E 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element E 03 – District Student ID CEDARS Field Name: District. Student. Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element E 04 – State Student ID (SSID) Web Access Path: WS/ST/PR/WA-NCLB/SSID CEDARS Field Name: SSID
CEDARS Student Schedule File (E) Element E 05 – Location ID CEDARS Field Name: Location. ID Web Access Path: Entity selected Element E 06 – Course ID CEDARS Field Name: Course. Id Web Access Path: WS/ST/PR/ Scheduling/Current/Course-Section Element E 07 – Section ID CEDARS Field Name: Section. ID Web Access Path: WS/ST/PR/ Scheduling/Current/Course-Section
CEDARS Student Schedule File (E) Element E 08 – Term CEDARS Field Name: Term Web Access Path: WS/OF/CS/BC/PS/CO/CL – Click + to edit
CEDARS Staff File (F) This file contains 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 entry for each staff type for each staff member. If a staff member serves more than one school, then that information is captured in the Staff Schedule File G.
CEDARS Staff File (F) Element F 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/WA/WS/PS/CF/DC – This record defines the current CEDARS processing year Element F 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element F 03 – Staff ID CEDARS Field Name: Staff. Id Web Access Path: HR/EP/EP/Name ID
CEDARS Staff File (F) Element F 04 – Staff Type Code CEDARS Field Name: Staff. Type. Code WESPa. C Path: HR/EM/Choose Employee Management Plan
CEDARS Staff File (F) Element F 04 – Staff Type Code- continued CEDARS Field Name: Staff. Type. Code WESPa. C Path: HR/EM/Choose Employee Management Plan/Assignments
CEDARS Staff File (F) Element F 05 – Certification Number CEDARS Field Name: Certification. Number WESPa. C Path: HR/PR/Locate Staff Member/Credits tab
CEDARS Staff File (F) For contracted teachers not included in the Employee Management Plan, Staff Type and Cert Numbers may be entered on the Staff Profile in Student Management: Web Access Path: PS/CA/ST/CF/Staff area
CEDARS Staff File (F) Web Access Path: WS/SF/SF/WA Staff Type Code/Edit
CEDARS Staff File (F) Web Access Path: WS/SF/SF/Edit/Cert Number
CEDARS Staff File (F) For contracted teachers not included in the Employee Management Plan, Staff Type and Cert Numbers may be entered on the Staff Profile in Student Management: Web Access Path: PS/CA/ST/CF/Staff area
CEDARS Staff File (F) Element F 06 – Last Name CEDARS Field Name: Last. Name Web Access Path: HR/EP/EP/Name/Edit Element F 07 – First Name CEDARS Field Name: First. Name Web Access Path: HR/EP/EP/Name/Edit Element F 08 – Middle Name Web Access Path: HR/EP/EP/Name/Edit CEDARS Field Name: Middle. Name
CEDARS Staff File (F) Element F 09 – Birth Date CEDARS Field Name: Birth. Date Web Access Path: WS/SF/SF/Edit Name/Date of Birth
CEDARS Staff Schedule File (G) Schedules for each staff member in all grades PK– 12 teaching a course or assigned to a homeroom will be detailed in this file. The Staff Schedule File will include all teachers and the courses currently taught by teachers in the current school year.
CEDARS Staff Schedule File (G) Element G 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/WA/WS/PS/CF/DC – This record defines the current CEDARS processing year Element G 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element G 03 – Location ID Web Access Path: Entity selected CEDARS Field Name: Location. ID
CEDARS Staff Schedule File (G) Element G 04 – Staff ID CEDARS Field Name: Staff. Id Web Access Path: HR/EP/EP/Name ID Element G 05 – Course ID CEDARS Field Name: Course. Id Web Access Path: WS/OF/CS/BC/SM/Expand Course/Course Key Element G 06 – Section ID CEDARS Field Name: Section. Id Web Access Path: WS/OF/CS/BC/SM/Expand Course/Expand Meet Details/Edit/Class (Section number)
CEDARS Staff Schedule File (G) Element G 07 – Term CEDARS Field Name: Term Web Access Path: WS/OF/CS/BC/PS/CO/CL – Click + to edit
CEDARS Grade History File (H) This file contains all high school credit courses where credit was attempted for every student served during the current school year, including those who exit the school. Final grade and credit information for each course must match what will appear on the student’s transcript. Each student’s entire grade history must be submitted. Grade history records for courses the student received from schools outside the serving district should be reported using a Location. ID of 9999
CEDARS Grade History File (H) Element H 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/WA/WS/PS/CF/DC – This record defines the current CEDARS processing year Element H 02 – Serving County District Code CEDARS Field Name: Serving. County. District. Code Web Access Path: PS/CA/DS/CF/DI/District Code Element H 03 – District Student ID CEDARS Field Name: District. Student. Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element H 04 – State Student ID (SSID) Web Access Path: WS/ST/PR/WA-NCLB/SSID CEDARS Field Name: SSID
CEDARS Grade History File (H) Element H 05 – Location ID CEDARS Field Name: Location. Id Web Access Path: Entity selected Element H 06 – Staff ID CEDARS Field Name: Staff. Id Web Access Path: HR/EP/EP/Name ID Element H 07 – Course ID CEDARS Field Name: Course. Id Web Access Path: WS/OF/CS/BC/CM/Edit Course/Course Key Element H 08 – Course Title CEDARS Field Name: Course. Title Web Access Path: WS/OF/CS/BC/CM/Edit Course /Short Description
CEDARS Grade History File (H) Element H 09 – Grade Level Code CEDARS Field Name: Grade. Level. Code Web Access Path: WS/ST/PR/Grades tab/Class History/Edit (Current & Historical) Element H 10 – Letter Grade Web Access Path: WS/ST/PR/Grades tab Class History/ Edit (Current & Historical) CEDARS Field Name: Letter. Grade
CEDARS Grade History File (H) Element H 11 – Credits Attempted CEDARS Field Name: Credits. Attempted Web Access Path: N/A - calculated using Transcript logic Element H 12 – Credits Earned CEDARS Field Name: Credits. Earned Web Access Path: N/A – calculated using Transcript logic Element H 13 – Course Designation Code CEDARS Field Name: Course. Designation. Code Web Access Path: WS/OF/CS/BC/MA/Edit Course/Washington State Specific
CEDARS Grade History File (H) Element H 14 – Content Area Code CEDARS Field Name: Content. Area. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/State Details/Content Area Code Element H 15 – State Course Code CEDARS Field Name: State. Course. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/State Details/State Course Code
CEDARS Grade History File (H) Element H 16 – Advanced Placement (AP) and International Baccalaureate (IB) Code CEDARS Field Name: APIBCourse. Code Web Access Path: WS/OF/CS/BC/CM/Edit Course/Washington State Specific/Advanced Placement
CEDARS Grade History File (H) Element H 17 – Classification of Instructional Program (CIP) Code Number CEDARS Field Name: CIPCode Web Access Path: WS/OF/CS/BC/CM/Edit Course/General Properties/CIP Code Element H 18 – Term End Date CEDARS Field Name: Term. End. Date Web Access Path: WS/OF/GR/PS/CF/CL/expand ID/expand Class Control Sets/Edit/Class End Date Element H 19 – Term CEDARS Field Name: Term Web Access Path: WS/OF/GR/PS/CF/CL/Class Control Sets
CEDARS Grade History File (H) Element H 20 – Is the Student a Career and Technical Education (CTE) Program Completer? CEDARS Field Name: Is. Vocational. Completer Web Access Path: WS/ST/PR/CTE tab/Add/CTE Completer Element H 21 – Did Student Receive a State or Nationally Recognized Industry Certification? CEDARS Field Name: Has. Industry. Certification Web Access Path: WS/ST/PR/CTE tab/Add/Industry Certificate
CEDARS Grade History File (H) Element H 22 – Is Career and Technical Education (CTE) Direct Transcription Available? CEDARS Field Name: Is. Direct. Transcription. Available Web Access Path: WS/OF/CS/BC/MA/Edit Course/Washington State Specific/Direct Transcription Available Element H 23 – Is Tech Prep Completer? CEDARS Field Name: Is. Tech. Prep. Completer Web Access Path: WS/ST/PR/CTE tab/Add/Tech Prep Completer
CEDARS Grade History File (H) Element H 24 – Did the Student Take or Pass a State or Nationally Recognized Assessment of Technical Skill and Knowledge? Web Access Path: WS/ST/PR/Test Scores/expand CTE Assessment test/expand Scores/Score column
CEDARS Student Programs File (i) This file details student participation in various programs, per enrollment, for the current school year and Free Reduced Meals eligibility/participation. 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 in or received services from more than one program, there should be a record for each program. Information for the State Transitional Bilingual Instruction Program and students identified as Immigrant are not included in this file. They are reported separately in the State Transitional Bilingual Programs and Immigrant Students File J. Information for the Special Education Program is not included in this file. It is reported separately in the Student Special Education Programs File K.
CEDARS Student Programs File (i) Element I 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year Element I 02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code Element I 03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element I 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number Element I 05 – Location ID CEDARS Field Name: Location Id Web Access Path: Student’s Default Entity
CEDARS Student Programs File (i) Element I 06 – Program Code CEDARS Field Name: Program Code ALL Program Codes are on the NCLB-2 TAB with the exception of #19 (F/R Meals Participation Web Access Path: WS/ST/PR/NCLB-2 #19 - WS/ST/PR/Food Service tab/Lunch Code
CEDARS Student Programs File (i) Element I 06 – Program Codes for Lrn Ast Pgm CEDARS Field Name: Program Code
CEDARS Student Programs File (i) Element I 06 – Program Codes for Title Prg CEDARS Field Name: Program Code
CEDARS Student Programs File (i) Element I 06 – Program Codes for Oth WA Prg CEDARS Field Name: Program Code
CEDARS Student Programs File (i) Element I 06 – Program Codes for Section 405 CEDARS Field Name: Program Code
CEDARS Student Programs File (i) Element I 06 – Program Code CEDARS Field Name: Program Code 19 – Free/Reduced Meal Participation Web Access Path: WS/ST/PR/Food Service
CEDARS Student Programs File (i) Element I 07 – Program Start Date CEDARS Field Name: Start Date Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Program Start Date WS/ST/PR/Food Service Tab/Effective Date Element I 08 – Program Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Program End Date
CEDARS Student Programs File (i) Element I 09 – Exit Reason Code CEDARS Field Name: Exit Reason Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Exit Reason
CEDARS Student Programs File (i) Element I 10 – Qualification Code CEDARS Field Name: Qualification Code Food Service Washington Reason Code when Program Code = 19 (Free/Reduced Meals) Web Access Path: WS/ST/PR/Food Service WESPa. C Path: SM/FS/PM/MP - or- SM/FS/PM/MA - or- SM/FS/PM/MC - or- SM/ST/Food Service tab
CEDARS Student Bilingual Programs File (J) This file captures information unique to those students who tested but did not qualify or who are receiving State Transitional Bilingual Instruction Program (STBIP) services and Native American students receiving, under Title III, English Language Development services. There should be 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 entries to reflect these two separate enrollments into the Program. If a student changes buildings (entities) there must be a new record for the new building and an exit date/reason on the old building record.
CEDARS Student Bilingual Programs File (J) There are three Program/Eligibility Designations: 1. State Transitional Bilingual Instruction Program 2. State Transitional Bilingual Instruction Program – Student Tested Not Eligible 3. Native American Student eligible for Title III State Transitional Bilingual Instr Program Separate Enrollment records are created by choosing the Program/Eligibility Designation when adding programs to the Ltd Eng Prof on the NCLB-2 Tab.
CEDARS Student Bilingual Programs File (J) Element J 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year Element J 02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code Element J 03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element J 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number Element J 05 – Location ID CEDARS Field Name: Location Id Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof – Entity Selected
CEDARS Student Bilingual Programs File (J) Element J 06 – Instructional Model Code CEDARS Field Name: Instructional Model Code Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Instructional Model
CEDARS Student Bilingual Programs File (J) Element J 07 – Program Start Date CEDARS Field Name: Start Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Start Date
CEDARS Student Bilingual Programs File (J) Element J 08 – Program Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/End Date
CEDARS Student Bilingual Programs File (J) Element J 09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Exit Reason
CEDARS Student Bilingual Programs File (J) Element J 10 – Placement Test Scale Score CEDARS Field Name: Placement Test Scale Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Scale Score Element J 11 – Placement Test Level Score CEDARS Field Name: Placement Test Level Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Level Score Element J 12 – Placement Test Date CEDARS Field Name: Placement Test Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Test Date
CEDARS Student Bilingual Program File (J) Element J 13 – Initial WA Placement Test Date No Data is required for this element. Element J 14 – No Longer a Valid Data Element This data element has been moved to District Student File (B) Element B 32 Initial USA School Enrollment Date Element J 15 – No Longer a Valid Data Element This data element has been moved to District Student File (B) Element B 33 Number of Months US Attendance in School Element J 16 – Number of Months Non US Formal Education This data element has been moved to District Student File (B) Element B 34 Number of Months Non US Attendance in School
CEDARS Student Bilingual Program File (J) Element J 17 – Program/Eligibility Destination Designation CEDARS Field Name: Program/Eligibility Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Program/Elibility Designation
CEDARS Special Education Programs File (K) This file captures program information unique to the Special Education Program. There should be one entry 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 entries to reflect these two separate enrollments into the Program.
CEDARS Special Education Programs File (K) A student is considered Special Education by CEDARS if: The student has any data elements required for File K AND The student does NOT have a District Exit Date (B 15) AND The student does NOT have an Exit Reason Date and an Exit Reason Code (K 08 & K 09)
CEDARS Special Education Programs File (K) Element K 01 – School Year CEDARS Field Name: School. Year Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year Element K 02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code Element K 03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element K 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number Element K 05 – Location ID CEDARS Field Name: Location Id Web Access Path: WS/ST/PR/Entity Info/Default Entity WS/ST/PR/Entry-With/Dflt Ent
CEDARS Special Education Programs File (K) Element K 06 – Least Restrictive Environment (LRE) Code CEDARS Field Name: LRE Code Web Access Path: WS/SS/SE/PR/IEP Information/Edit/Least Restrictive Environment Element K 07 – Start Date CEDARS Field Name: Start Date Web Access Path: WASSSEPRState Reporting TabStudent first received Special Education Services on WS/SS/SE/PR/IEP Information/Edit/Start IEP
CEDARS Special Education Programs File (K) Element K 08 – Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Date Element K 09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Reason/Edit/State Rpt Code 1 = re-evaluated, no longer SPED; 2 = aged out; 3 = grad w/diploma; 4 = parent revokes consent
CEDARS Special Education Programs File (K) Element K 10 – Initial Referral Date CEDARS Field Name: Initial Referral Date This field is optional. WS/SS/SE/PR/State Reporting tab/Student first referred to Special Education WS/SS/SE/PR/Referrals tab/Date of Referral Element K 11 – Initial Eligibility Date CEDARS Field Name: Initial Eligibility Date This field is optional. WS/SS/SE/PR/State Reporting tab/Student initially found eligible to receive Special Education service WS/SS/SE/PR/Evaluation Info tab/Evaluation Completed
CEDARS Special Education Programs File (K) Element K 12 – Last IEP Review Date CEDARS Field Name: Last IEP Review Date This field is optional. Web Access Path: WS/SS/SE/PR/IEP Information/Edit/Last IEP Meeting
CEDARS Special Education Programs File (K) Element K 13 – Last Evaluation Date CEDARS Field Name: Last Evaluation Date This field is optional. Web Access Path: WS/SS/SE/PR/Evaluation Info/Edit/Evaluation Completed
CEDARS Special Education Ethnicity File (L) This file captures ethnicity information unique to each student. There must be at least one record for each student. If Ethnicity Code equals ‘ 10’ (Non Hispanic), there cannot be other records in this file for the same student. If the student is Hispanic, there can be multiple records for the student identifying all sub categories of Hispanic with which the student identifies.
CEDARS Special Education Ethnicity File (L) Element L 01 – School Year CEDARS Field Name: School Year Web Access Path: WS/SR/WA/PS/CF/DC – This is the current CEDARS processing year. Element L 02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code Element L 03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element L 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number
CEDARS Special Education Ethnicity File (L) Element L 05 – Ethnicity Code CEDARS Field Name: Ethnicity Code Web Access Path: WS/ST/PR/General Tab/Eth-Race/ Federal/State Ethnicity
CEDARS Special Education Race File (M) This file captures race information unique to each student. This file consists of at least one record(s) 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.
CEDARS Special Education Race File (M) Element M 01 – School Year CEDARS Field Name: School Year Web Access Path: WS/SR/WA/PS/CF/DC – This is the current CEDARS processing year. Element M 02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code Element M 03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/Std. ID Element M 04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number
CEDARS Special Education Race File (M) Element M 05 – Race Code CEDARS Field Name: Race Code Web Access Path: WS/ST/PR/General Tab/Eth-Race/State Race
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