LOUISIANA DEPARTMENT OF EDUCATION · 2020-06-19 · and Technical Education (C.A.T.E.) Data System...

LOUISIANA DEPARTMENT OF EDUCATION

Table of Contents Table of Contents 1

System Enhancements: Non-Programmatic 3

Annual Financial Reporting System (AFR) 3

Key Punch Codes 3

ESSA Wording 3

Special Education Reporting (SER) 3

April Dunn Act 3

LDOE Ticket 3

Student Transcript System (STS) 4

Jumpstart 2.0 Check IBC and Pathway 4

Core Course Update Table 4

Q08 Part Number Report 4

Q12 Core Reference Table Report 4

Turn off Q Reports to LEAs 4

Buttons Missing When Students Not Present 4

Extract Records for Nonpublics 4

Title I Part A 5

Individual Site Submission and Reports 5

Title I Part D 5

Update Button 5

Title III 5

Data For Reporting 5

System Enhancements: Vendor Involved 6

Student Information System (SIS) 6

K-3 Assessment and Distance Learning 6

English Learners: Students with Interrupted Education (SIFE) 6

Student Transcript System (STS) 6

Post High School 6

Work Based Learning 7

Reference Tables 7

Create New Table - ABSREAS 7

Create New Table - CALENDAR 7

Create New Table - STAFFEXIT 7

Create New Table - HOMESTYPE 7

Update Table - HOMREAS 7

Update Table - PREKFUND 7

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Update Table - PRIORKIN 8

Update Table - 504ACCOM 8

Update Table - DIPENDOR 8

Update Table - ENTRYCD 8

Update Table - GRADE 8

Update Table - HOMELESS 9

Update Table - COURSTYP 9

Update Table - LEPFUND 9

System Enhancements: Recommended 10

Strong Start 2020 - Communication Platform 10

Data elements to be collected upon initial contact 10

Data elements to be recorded daily 11

Notification/Escalation Practices 11

Record Layouts: 12

Student Transcript System Record Layouts 12

020 Student for Public and Charter Schools 12

020 Student for Nonpublic Schools 19

030 Transcript for Public and Charter Schools 22

030 Transcript for Nonpublic Schools 26

Student Information System Record Layout 30

141 K-3 Assessment 30

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System Enhancements: Non-Programmatic Improvements that will be made by LDOE that do not require LEA vendors to make programmatic changes in order for files to upload into the LDOE data systems.

Annual Financial Reporting System (AFR)

Key Punch Codes

LDOE will modify AFR Key Punch codes effective for 2018-2019 and forward to align with ESSA wording. ● Update 11300 from Title VI - B - Rural Ed Achieve Pgm to Title V Part B - Rural and Low-Income School

Program ● Update 11400 from Title I - Part A - School Improvement to Title I 1003 School Improvement ● Remove 11500 Title II - Part D - Technology

Implementation: July 2020 LDOE Ticket 202

ESSA Wording

LDOE will modify AFR to change all references of NCLB to ESSA for years 2017-2018 and forward. Implementation: July 2020

LDOE Ticket 203

Special Education Reporting (SER)

April Dunn Act

As of August 1, 2020 Act 833 will have a name change to the April Dunn Act. LDOE will be updating SER to reflect this name change.

Implementation: August 2020 LDOE Ticket

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Student Transcript System (STS)

Jumpstart 2.0 Check IBC and Pathway

Beginning with the Jump Start 2.0 Class of 2024, LDOE will modify STS to validate that IBCs earned correspond with the Pathway selected for these students. No changes are needed to STS record layouts.

Implementation: December 2020 LDOE Ticket

Core Course Update Table

LDOE will modify the Core Course table to remove old fields no longer used to aid in upkeep of this table by LDOE. There will be no impact to LEAs.

Implementation: December 2020 LDOE Ticket 319

Q08 Part Number Report

LDOE will restore the use of the Q08 report and ensure its relevance to current data. This report will allow public and nonpublic LEAs to see which classes submitted as 0.5s do not have course part numbers.


Q12 Core Reference Table Report

LDOE will restore the use of the Q12 report and ensure its relevance to current data. This report will allow public and nonpublic LEAs to have a searchable PDF of the Core Reference Tables.

Implementation: December 2020 LDOE Ticket

Turn off Q Reports to LEAs

LDOE will disable old Q reports. ● Disable STSQ07: Detail Report ● Disable STSQ11: Regents GPA/Ranking Report ● Disable STSQ13: Selected Data Element Report ● Disable STSQ14: High School Sites Extract File


Buttons Missing When Students Not Present

LDOE will enable the Print&Export tab and Add Student menu for sites who have no students. Currently these buttons are not there when a site doesn’t have students.


Extract Records for Nonpublics

LDOE will modify the extracts in STS to have an option for Nonpublic layout. Implementation: December 2020

LDOE Ticket 434

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Title I Part A

Individual Site Submission and Reports

Currently charters that normally submit data under a CMO cannot submit to TIA as individual sites. LDOE will make individual site submission for these schools possible in 2020-2021. Reports will also be modified to pull data from tables 1-3.

Implementation: October 2020 LDOE Ticket 358

Title I Part D

Update Button

LDOE will add an update button to Tables 1-5 and the Annual Count tab to allow changes during a collection period.

Implementation: October 2020 LDOE Ticket 358

Title III

Data For Reporting

LDOE will create a system for online entry of information needed for Title III reporting. This will replace the Jot Form currently in use for 2018-2019 data. 2019-2020 data will be collected via the new system.

Implementation: November 2020 LDOE Ticket

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System Enhancements: Vendor Involved Improvements that were made by LDOE that may require LEA vendors to make programmatic changes.

Student Information System (SIS)

K-3 Assessment and Distance Learning

In an effort to accommodate potential distanced learning scenarios in the 2020-2021 school year LDOE will modify the K-3 Assessment file layout for SIS to include additional exemption codes and a virtual setting flag. The exemption codes are to be used when a student did not take the assessment. The virtual setting flag is required and should be set to Y when the student was assessed virtually and should be set to N when the student was assessed in person. A Y in the virtual setting field will be disallowed for literacy screener test type = 3 (STEP) as this particular screener is not allowed to be given virtually. See the record layout section of this document for the new K-3 assessment layout. This change will also impact the EdLink 360 K-3 layout. We will also modify the assessment name associated with Literacy Screener Test type 1. It will be labeled Acadience Reading (formerly DIBELS Next) due to a name change from the assessment vendor.

Implementation: September 2020 LDOE Ticket

English Learners: Students with Interrupted Education (SIFE)

In order to allow school districts to properly indicate Students with Interrupted Education (SIFE) LDOE will add a code value to the English Proficiency Code on the SIS Enrollment Record. If a student falls into the SIFE category school districts should code them as 04. If a student is not SIFE but is an English Language Learner then continue coding them as 02. Visit Louisiana Believes for more information on SIFEs and how to identify them.

● Add 04 = SIFE English Learner Implementation: September 2020

LDOE Ticket

Student Transcript System (STS)

Post High School

Beginning with the data collection cycle for 2019-2020, the Department will no longer be utilizing the Career and Technical Education (C.A.T.E.) Data System for collecting or reporting data required for federal CTE and Perkins reports. Additionally there is a waiver in place for the 2019-2020 core indicator performance data submission. For the 2020-2021 collection cycle LDOE will add a mechanism for LEAs to indicate a student’s plans after graduation in STS. Options will include 4 year college, 2 year college, Military, Propel, Employment, OneGoal, Advanced Training, Extension Academy, Service Program, and Other. An additional field will be added on the end of the 020 Student Record and on the Endorsements and Credentials section of the screen. See the Record Layout Section of this document for the 020 layout with this addition. This field will become available in December 2020 when STS opens and will collect data during the STS collection time (December 2020 - September 2021). This field will also be added to the EdLink 360 layouts.


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https://www.louisianabelieves.com/docs/default-source/english-learners/sife-one-pager.pdf?sfvrsn=65a19b1f_4

Work Based Learning

Beginning with the data collection cycle for 2019-2020, the Department will no longer be utilizing the Career and Technical Education (C.A.T.E.) Data System for collecting or reporting data required for federal CTE and Perkins reports. LDOE will add a mechanism for LEAs to indicate a student’s participation in work based learning. Two additional fields will be added to the end of the 030 Transcript Record and on the Transcript section of the screen, work based learning category and business name. See the Record Layout Section of this document for the 030 layout with this addition. LDOE will also build a report accessible to data managers and school counselors that will show students with and without work based learning data. These fields will also be added to the EdLink 360 layouts.


Reference Tables

Create New Table - ABSREAS

LDOE will create a new reference table for absence areas that will be utilized by EdLink 360 file layouts. LDOE Ticket 441

Create New Table - CALENDAR

LDOE will create a new reference table for calendars that will be utilized by EdLink 360 file layouts. LDOE Ticket 442

Create New Table - STAFFEXIT

LDOE will create a new reference table for staff exits that will be utilized by EdLink 360 file layouts. LDOE Ticket 443

Create New Table - HOMESTYPE

LDOE will create a new reference table for homeless student type that will be utilized by EdLink 360 file layouts.

LDOE Ticket 473

Update Table - HOMREAS

LDOE will modify the Homeless Reason table to include the following new codes that will be utilized by EdLink 360 file layouts and the SIS legacy system.

● Add 08 = Eviction ● Add 09 = Unemployment/Loss of Employment ● Add 10 = Domestic Violence ● Add 11 = Illness

LDOE Ticket 444

Update Table - PREKFUND

LDOE will modify the PreK Funding table to expire one code below. This code will not be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Remove 03 = Starting Points LDOE Ticket 455

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https://leads13.doe.louisiana.gov/lug/edLink360/EdLink360.htm









Update Table - PRIORKIN

LDOE will modify one code below on the Prior Kindergarten Experience table. This will be utilized by EdLink 360 file layouts and the SIS legacy system in 2020-2021.

● Update 04 from Family Day Care Home Program to Family Child Care LDOE Ticket 456

Update Table - 504ACCOM

LDOE will modify one code below on the 504 Accomodation table. This will be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Update N from Student not receive Accomodation to Student does not receive accommodation LDOE Ticket 457

Update Table - DIPENDOR

LDOE will expire a duplicated code in the Diploma Endorsement table. This code still exists, but it now only exists once and will be utilized by EdLink 360 file layouts or the STS legacy system in 2020-2021.

● Remove duplicated J4 code LDOE Ticket 458

Update Table - ENTRYCD

LDOE will modify the Entry Code table to expire one code below. This code will not be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Remove C8 = Entry only to take GEE or EOC test LDOE Ticket 460

Update Table - GRADE

LDOE will modify the Grade table to include one more code below. This code will be utilized by EdLink 360 file layouts but WILL NOT be utilized by SIS, STS, SPC, SPS, or SER in 2020-2021.

● Add EA = Extension Academy LDOE Ticket 461

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Update Table - HOMELESS

LDOE will modify the Homeless table to expire one code below. This code will not be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Remove 4 = Hotel/Motel LDOE Ticket 462

Update Table - COURSTYP

LDOE will modify the Course Type table to expire three codes below. These codes will not be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Remove DA = Dual Enrollment/Advance Placement ● Remove DI = Dual Enrollment/Intrnl Baccalaureate ● Remove IC = IC

LDOE Ticket

Update Table - LEPFUND

LDOE will modify the LEP funding table to expire one code below. This code will not be utilized by EdLink 360 file layouts or the SIS legacy system in 2020-2021.

● Remove 06 = Title VII Not Used LDOE Ticket

Implementation: July 2020

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System Enhancements: Recommended Enhancements that would require LEA vendor programming changes that are not required for 2020-2021, but are strongly recommended and may be required in subsequent years.

Strong Start 2020 - Communication Platform As part of Strong Start 2020 and due to the possibility of continuing distance learning at some point in the 2020-2021 school year, LDOE has released guidance regarding student outreach and example protocols for implementation. To support this initiative LDOE strongly recommends local system enhancements to enable the collection of data related to staff and student communication. The recommended system enhancement involves several data elements, reports, and notification procedures that, at a minimum, should be available when staff are reaching out to students on a daily basis. LDOE will not conduct a state level collection of these data in 2020-2021, but school system leaders may be surveyed for aggregate counts of these data during times of virtual learning.

Data elements to be collected upon initial contact

● Staff member contacting student ○ Staff ID ○ Staff first name* ○ Staff last name*

● Student being contacted ○ Student ID ○ First name* ○ Last name* ○ Middle Initial* ○ Grade level* ○ SPED status*

*potentially have system automatically populate this information from ID ● Tools accessible by student

○ Computer ○ Phone ○ Tablet

● Internet Access (Y/N) and type ○ MiFis ○ Home Internet ○ Internet Enabled Device (all-in-one device) ○ Wireless data plan only

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https://www.louisianabelieves.com/resources/strong-start-2020

https://www.louisianabelieves.com/docs/default-source/strong-start-2020/guidance-for-staffing-and-student-monitoring.pdf?sfvrsn=195b9b1f_14

https://www.louisianabelieves.com/docs/default-source/strong-start-2020/staffing-and-student-monitoring-example-protocols.pdf?sfvrsn=48d7981f_4

Data elements to be recorded daily

(if no contact was made, no record should be entered) ● Date of contact

○ Date (month, day, year) ● Purpose of contact

○ Wellness check ○ Student work feedback ○ Instruction

● Type of contact ○ Phone Audio call ○ Phone Video call ○ App messaging (Remind 101, local SIS, etc.) ○ Online conferencing platform/Learning management system (Google classroom, Zoom,

Blackboard, Moodle, etc.) ○ School System email

● Free form text area for staff notes, including any next steps the staff is taking

Notification/Escalation Practices

● Automated notification system or similar means based on the number of days of no contact or if an immediate need arises during the contact. Examples:

○ If a student has not been contacted for 3 days by at least one staff member, an alert would be sent to the school leader

○ If a student is struggling with an assignment, a note can be sent immediately to the appropriate staff member

○ Notifications could also be sent out by automated emails from the local SIS ● Reporting capabilities on the above information

○ Recommended minimum set of reports/data to create include: ■ Student Contact Report - aggregate student data to identify total student contacts,

method of contact and staff members making contacts ■ Weekly No Contact Report - List of students who were unable to be reached for 3 or

more days during the week ■ Intervention Report - List of students who had a need that was escalated to a team lead

or list of students who are now receiving intervention

Target Implementation: August 2020

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Record Layouts:

Student Transcript System Record Layouts

020 Student for Public and Charter Schools

Start Position

Data Element Length Type Description Requirement

1 System Indicator 3 A Must be “STS”. Required

4 Transaction Code 3 A Must be “020”. Required

7 Beginning School Session Year (BSSY)

4 N The beginning year of the school session of data submission. For example, “2012” for the 2012-2013 school session.

Required

11 Sponsor Code 3 A Sponsor (LEA) code of district submitting transcript data via STS.

Required

14 Student’s Unique ID 10 N Unique ID as it exists in the eScholar system. Required

24 Local Identification Number

9 A LEA-assigned student ID must be unique by student and must not match SSN or UID (LASID).

Required

33 Site Code 6 A Site code where the student is currently enrolled when transcript data is submitted.

Required

39 Partial Student First Name

1 A First character of student's first name. Required

40 Filler 28 A Leave blank (spaces). Blank

68 Partial Student Last Name

3 A First three characters of the student's last name.

Required


93 Day of Birth 2 N DD. Day the student was born as appears on the student’s birth certificate.

Required


100 Sex Code 1 A “M” Male or “F” Female Required

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101 Grade Placement Code

2 A The grade placement code represents the Student’s grade level for the school year. Two digit grade placement codes 6-8 or T9-12 accepted only.

Required

103 Grade 9 Entry Year 4 N YYYY Beginning School Session Year in which the student entered grade 9. For example, “2012” for the 2012-2013 school year. If the student’s grade placement code is T9, this date will be the following school year. If the student’s grade placement code is 6 , 7 or 8 the Grade 9 Entry Year should be blank.

Required if applicable

107

Graduation Date 8 A MMDDYYYY Date the student’s graduation took or will take place. The date must fall between 9/1 and 8/31 of the current Beginning School Session Year in order to match the OSFA Annual Academic Year. Leave blank if student did not graduate. Enter only after all graduation requirements are met.


115 Career Option Code 3 A Identifies the career option of a student and corresponds to the Area of Concentration or Jumpstart Pathway in the TOPS Core Reference Tables. Leave blank if not applicable.


118 Academic Endorsement Code

2 A If the student received academic endorsement fill in, otherwise blank; required when applicable

Not Required

120 Career/Tech Endorsement Code

2 A If the student received academic endorsement or Jumpstart credential/certification fill in, otherwise blank; required when applicable. (B1. B2, J1, J2, J3, J4)

Not Required

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122 Met Assessment Requirements for Graduation (Met GEE/EOC) Flag

1 A Indicator of whether or not the student took or met the assessment requirements for graduation. Required for all public school students assigned a Graduation Date. One of the following values should be used: · “Y” if student passed all assessments required for graduation (including the LAA1 and is marked as eligible in SER) · “A” if student is applying Act 833 (marked eligible in SER) and met one or more of the assessment requirements for a diploma through alternate means · “G” if a student participated in the LAA1 assessment as marked in SER and met the requirements by achieving exceeds or meets on the LAA1 assessment or meets the components through a portfolio of student achievement (growth portfolio). · “E” if student is exempt from all requirements · Null if not all requirements have been met If “Y” the Subject areas in positions 153-156 must be blank. Non-public schools may leave this data element blank.


123 Local GPA 8 A locally defined Optional

131 Local Rank in Class: Position in Class

4 N Student’s rank placement within grade level (pad with leading zeros); optional; if not used, leave blank.

Optional

135 Local Rank in Class: Size of Class

4 N Size of class for student’s grade level (pad with leading zeros); optional; if not used, leave blank.

Optional

139 Hispanic/Latino Ethnicity Flag

1 A Y if Hispanic; N if not Required

140

American Indian or Alaskan Native Race Flag

1 A Y if American Indian; N if not Required

141 Asian Race Flag 1 A Y if Asian; N if not Required

142 Black or African American Race Flag

1 A Y if African American; N if not Required

143 Native Hawaiian or Other Pacific Islander Race Flag

1 A Y if Pacific Islander; N if not Required

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144 White Race Flag 1 A Y if White; N if not Required

145 Diploma Pathway 2 A The diploma the student is working towards completing; required for 11th and 12th graders. · C4 – Core 4 pathway – discontinue use after graduates of 2016-17 · C5 – Basic Core pathway - discontinue use after graduates of 2016-17 · C6 – Core 4 with CTE - discontinue use after graduates of 2016-17 · CA – TOPS Tech Jumpstart Career Diploma – begin use for graduates of 2017-18 · L1 – TOPS Tech Jumpstart Career Diploma alternate pathway for students assessed on LAA1 – begin use for graduates of 2017-18 · TU – TOPS University Diploma – begin use for graduates of 2017-18 · ND – Not declared – use for students prior to the end of 10th grade before declaring a pathway · CD – Historical career diploma/older graduates · NG – Non graduate diploma path

147 LOSFA Parental/Guardian Consent Flag

1 A Parental/Guardian Consent on file · Y if Yes · N if No

Required

148 FAFSA Application Flag

1 A Indicates whether a FAFSA application has been completed by the student. Required for Graduates, optional for non-graduates. Allowed Values: · 1 = FAFSA Completion · 2 = TOPS Form Completion · 3 = Parent/Guardian Waiver · 4 = Hardship Waiver

Required for graduates; optional for non-graduates

149 Community Service Endorsement

2 A If the student received community service endorsement for documented community service hours, fill in, otherwise blank; required when applicable. (C1)

Optional

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151 State Seal of Bi-literacy Endorsement

2 A If the student received the State Seal of Bi-literacy endorsement for competency in a foreign language fill in, otherwise blank; required when applicable. (D1,D2,D3,D4,D5,D6) · D1 AP course(test score 3 or higher) · D2 1 IB course (test score 4 or higher) · D3 DOE-approved equivalent summative test · D4 4 units in World Language/7 units or more in · world language immersion · D5 Internationally-benchmarked language exam · (DELF, DELE, ACTFL) · D6 Primary Language w/Early Advanced on ELDA; · OE-approved equivalent summative test

Optional

153 EOC Subject Area (ELA)

1 A This field is left blank for all students except those identified in SER as Act 833 eligible or assessed on the LAA1 who also did not meet the ELA EOC assessment requirement for graduation. One of the following values should be used: · “P” if the EOC subject area assessment for ELA was passed or student achieved “exceeds Standards” or “Meets Standards” on the LAA1 assessment · “A” if student is Act 833 eligible and met the ELA assessment requirement using alternate means · “G” if a student was assessed on the LAA1 and used a growth portfolio to meet the ELA assessment requirement · Null if not applicable or requirement not met


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154 EOC Subject Area (Math)

1 A This field is left blank for all students except those identified in SER as Act 833 eligible or assessed on the LAA1 who also did not meet the math EOC assessment requirement for graduation. One of the following values should be used: · “P” if the EOC subject area assessment for math was passed or student achieved “exceeds Standards” or “Meets Standards” on the LAA1 assessment · “A” if student is Act 833 eligible and met the math assessment requirement using alternate means · “G” if a student was assessed on the LAA1 and used a growth portfolio to meet the math assessment requirement · Null if not applicable or requirement not met


155 EOC Subject Area (Science)

1 A This field is left blank for all students except those identified in SER as Act 833 eligible and using an alternate means to meet the science EOC assessment requirement for graduation. One of the following values should be used: · “P” if the EOC subject area assessment for science was passed · “A” if student is Act 833 eligible and met the science assessment requirement using alternate means · Null if not applicable or requirement not met · Not required for students assessed on the LAA1


156 EOC Subject Area (Social Studies)

1 A This field is left blank for all students except those identified in SER as Act 833 eligible and using an alternate means to meet the science EOC assessment requirement for graduation. · “P” if the EOC subject area assessment for social studies was passed · “A” if student is Act 833 eligible and met the social studies assessment requirement using alternate means · Null if not applicable or requirement not met Not required for students assessed on the LAA1


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157 Post High School Indicator

2 A Indicate a student’s plans after graduation 01 = 4 year college 02 = 2 year college 03 = Military 04 = Propel 05 = Employment 06 = OneGoal 07 = Advanced Training 08 = Extension Academy 09 = Service Program 10 = Other


Total Length=159 N – Numeric (right justified, padded with zeros) A – Alphanumeric (left justified, padded with spaces)

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020 Student for Nonpublic Schools

Start Position Data Element Length Types

Decimal Places Description

1 System Indicator 3 A 0 Required: Must be “STS”

4 Transaction Code 3 A 0 Required: Must be “020”


4 N 0 Required: The beginning year of the school session of data submission. For example, “2012” for the 2012-2013 school session.

11 Sponsor Code 3 A 0 Required: Sponsor (LEA) code of district submitting transcript data via STS.

14 State Identification Number (NP) Student’s Unique ID (P)

9 N 0 Required: Social Security Number if available for nonpublic schools. Otherwise, temporary number assigned according to LDOE guidelines. Student’s Unique ID for public/charter schools.

23 Local Identification Number

9 A 0 Required: LEA-assigned student ID must be unique by student and must not match SSN.

32 Site Code 6 A 0 Required: Site code where the student is currently enrolled when transcript data is submitted.

38 Student First Name 15 A 0 Required: Student’s legal first name.

53 Student Middle Name 15 A 0 Optional: Student’s legal middle name.

68 Student Last Name 20 A 0 Required: Student’s legal last name.

88 Student Suffix Name 3 A 0 Student’s legal suffix name.

91 Birth Date (input) 8 N 0 MMDDYYYY. Date that appears on the student’s birth certificate.

99 Filler 1 A 0 Leave blank (spaces).

100 Sex Code 1 A 0 “M” Male or “F” Female

101 Grade Placement Code 2 A 0 The grade placement code represents the Student’s grade level for the school year. Two digit grade placement codes T9-12 accepted only.

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103 Grade 9 Entry Year 4 N 0 YYYY Beginning School Session Year in which the student entered grade 9. For example, “2012” for the 2012-2013 school year. If the student’s grade placement code is T9, this date will be the following school year.

107 Graduation Date 8 A 0 MMDDYYYY Date the student’s graduation took or will take place. The date must fall between 9/1 and 8/31 of the current Beginning School Session Year in order to match the OSFA Annual Academic Year. Leave blank if student did not graduate. Enter only after all graduation requirements are met.

115 Career Option Code 3 A 0 Identifies the career option of a student that corresponds to the Area of Concentration or Jumpstart Pathway for the chosen Diploma Pathway. Leave blank if not applicable.

118 Academic Endorsement Code

2 A 0 If the student received academic endorsement fill in, otherwise blank; required when applicable.

115 Career Option Code 3 A 0 Identifies the career option of a student that corresponds to the Area of Concentration or Jumpstart Pathway for the chosen Diploma Pathway. Leave blank if not applicable.

120 Career/Tech Endorsement Code

2 A 0 If the student received academic endorsement or Jumpstart credential/certification fill in, otherwise blank; required when applicable.

122 Met GEE/EOC Flag 1 A 0 “Y” if student met graduation requirements for GEE or EOC, or “E” if student is exempt. Required for all public/charter school students assigned a Graduation Date. Nonpublic schools may leave this data element blank.

123 Local GPA 8 A 0 Optional; locally defined

131 Local Rank in Class: Position in Class

4 A 0 Student’s rank placement within grade level (pad with leading zeros); optional; if not used, leave blank.

135 Local Rank in Class: Size of Class

4 N 0 Size of class for student’s grade level (pad with leading zeros); optional; if not used, leave blank.

139 Hispanic/Latino Ethnicity Flag

1 A 0 Y if Hispanic; N if not

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140 American Indian or Alaskan Native Race Flag

1 A 0 Y if American Indian; N if not

141 Asian Race Flag 1 A 0 Y if Asian; N if not

142 Black or African American Race Flag

1 A 0 Y if African American; N if not

143 Native Hawaiian or Other Pacific Islander Race Flag

1 A 0 Y if Pacific Islander; N if not

144 White Race Flag 1 A 0 Y if White; N if not

145 Diploma Pathway 2 A 0 The diploma the student is working towards completing; required; if undeclared enter ND. (C4, C5, C6, CA, TU, L1, CD, ND, NG)

147 LOSFA/BOR Parental/Guardian Consent Flag

1 A 0 Parental/Guardian Consent on file for the current school year (public/charter schools). Y, if Yes; N if No); Parental/Guardian consent given Y, Yes; N, if Non Consent form on file (nonpublic schools)

148 Post High School Indicator

2 A Indicate a student’s plans after graduation 01 = 4 year college 02 = 2 year college 03 = Military04 = Propel 05 = Employment 06 = OneGoal 07 = Advanced Training 08 = Extension Academy 09 = Service Program 10 = Other

150 Filler-01 51 A 0 Leave blank (spaces).


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030 Transcript for Public and Charter Schools

Start Position

Data Element Length Type Decimal Places

Description Requirement

1 System Indicator

3 A 0 Must be “STS Required

4 Transaction Code

3 A 0 Must be “030” Required


4 N 0 The beginning year of the school session of data submission. For example, “2012” for the 2012-2013 school session.

Required

11 Sponsor Code 3 A 0 Sponsor (LEA) code of district submitting transcript data via STS.

Required

14 Student’s Unique ID

10 N 0 Unique ID as it exists in the eScholar system.

Required

24 Course Beginning School Session Year

4 N 0 Beginning School Session Year in which the course was taken. For example, “2012” for 2012-2013 school year.

Required

28 Course Code 6 A 0 Valid Course Code of the course in which the student was enrolled.

Required

34 Course Part Number

1 A 0 Distinguishes first half of course from second half of course in which student was enrolled. Required for LEAs that report 1.0 unit courses as two .5 unit courses. Use 1 for the first part and 2 for the second part. Leave blank if not applicable.

Required

35 Semester Code

2 A 0 Semester Code of the semester in which the student was enrolled in the course (B1, B2, B3, B4, C1, C2, S1, S2, Z1, Z2, Y1).

Required

37 Letter Grade Code

1 A 0 Letter grade assigned to a student for a course. Must be A B, C, D, F, P (Pass) or E (Exempt).

Required

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38 Credit/Experience Attempted Count

3 N 2 Credit/Experience attempted by the student for the course, reported with implied decimals. For example, 0.5 would be reported as 050 in the batch record.

Required

41 Credit/Experience Earned Count

3 N 2 Credit/Experience Earned Count – Credit/Experience earned by the student for the course, reported with implied decimals. For example, 0.50 would be reported as 050 in the batch record.

Required

44 Grade Point Maximum Count

3 N 2 Maximum grade points that can be earned for the course/class (4.00, 5.00, etc.); i.e., the number of quality point that would be awarded for letter grade A (has implied decimal; i.e., “4.00” submitted as “400” in the batch record).

Required

47 Core Curriculum Waiver Flag

1 A 0 “Y” if student was exempted from a course, otherwise “N”.

Optional

48 Course Sponsor Code

3 A 0 Sponsor Code of the LEA in which the student took the course. Must be supplied for all courses taken in Louisiana, otherwise leave blank. If position 166 (Course Type Code) is “DE”, this field must contain the Post-secondary Sponsor code instead of the LEA Sponsor code.

Required

51 Course Site Code

6 A 0 Site code of the school in which the student took the course. Must be supplied for all courses taken in Louisiana, otherwise leave blank. If position 166 (Course Type Code) is “DE”, this field must contain the Post-secondary Site code instead of the LEA Site code.

Required if LA course

57 Course Site Name

46 A 0 Name of school in which the student took the course. Used for transfer credit only. Required if Course Site Code not, supplied, otherwise optional.

Required if Course Site Code is blank

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103 Transcript Course Name

60 A 0 Name of the course in which the student was enrolled. Enter only if different from the LDOE course description for transcript printing only, otherwise leave blank.

Optional

163 Quality Points Awarded Count

3 N 2 The amount of quality points awarded for the letter grade given for the course (has implied decimal; i.e., “3.00” submitted as “300” in batch).

Required

166 Course Type Code

2 A 0 Code to identify type of Course. RG - Regular HR - Honors GT - Gifted TA - Talented SE - Special Education DE - Dual Enrollment DA - Dual Enrollment and AP DI - Dual Enrollment and IB AP - Advanced Placement IB - International Baccalaureate

Required

168 Distance Learning Course Type Code

2 A 1 Code to identify type of distance learning course. Leave blank if not applicable. 01 - Local LEA Provided Online Courses 02 - Distance Learning Satellite courses 03 - Other Distance Learning 04 - Course Choice/Supplemental Course Providers 05 - Dropout Recovery Program Providers

If applicable

170 Local Course Code

6 A 0 Optional – LEA assigned course code Optional

176 Dual Enrollment Post- secondary Credit Hours Earned

4 A 2 If position 166 (Course Sponsor Code) is designated “DE”, DA or DI, this field must be populated with the Dual Enrollment Post-secondary credit hours earned by the DE course. Otherwise, populated with blank (spaces). This field has an implied decimal, i.e., “4.00” submitted as “0400’ in batch.

If applicable

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180 Dual Enrollment Secondary Site

6 A 0 If position 166 (Course Sponsor Code) is designated “DE”, DA or DI, this field must be populated with the Site code of the high school in which the student was enrolled when the course was taken. Otherwise, populated with blank (spaces).

If applicable

186 Work Based Learning Category

2 A 0 01 = Agriculture, Food & Natural Resources 02 = Architecture & Construction 03 = Arts, Audio/Video Technology & Communications 04 = Business, Management & Administration 05 = Education & Training 06 = Health Science 07 = Hospitality & Tourism 08 = Human Services 09 = Information Technology 10 = Law, Public Safety, Corrections & Security 11 = Manufacturing 12 = Science, Technology, Engineering & Mathematics 13 = Transportation, Distribution & Logistics

If applicable

188 Work Based Learning Business Name

25 A 0 Text box to describe the place where work based learning occurred.

If applicable


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030 Transcript for Nonpublic Schools

Start Position Data Element Length Types

Decimal Places Description

1 System Indicator 3 A 0 Must be “STS”

4 Transaction Code 3 A 0 Must be “030”


4 N 0 The beginning year of the school session of data submission. For example, “2012” for the 2012-2013 school session.

11 Sponsor Code 3 A 0 Sponsor (LEA) code of district submitting transcript data via STS.

14 State Identification Number 9 N 0 Social Security Number if available. Otherwise, temporary number assigned according to LDOE guidelines.

23 Course Beginning School Session Year

4 N 0 Beginning School Session Year in which the course was taken. For example, “2012” for 2012-2013 school year.

27 Course Code 6 A 0 Valid Course Code of the course in which the student was enrolled.

33 Course Part Number 1 A 0 Distinguishes first half of course from second half of course in which student was enrolled. Required for LEAs that report 1.0 unit courses as two .5 unit courses. Use 1 for the first part and 2 for the second part. Leave blank if not applicable.

34 Semester Code 2 A 0 Semester Code of the semester in which the student was enrolled in the course (B1, B2, B3, B4, C1, C2, S1, S2, Z1, Z2, Y1).

36 Letter Grade Code 1 A 0 Letter grade assigned to a student for a course. Must be A B, C, D, F, P (Pass) or E (Exempt).

37 Credit/Experience Attempted Count

3 N 2 Credit/Experience attempted by the student for the course, reported with implied decimals. For example, 0.5 would be reported as 050 in the batch record.

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40 Credit/Experience Earned Count

3 N 2 Credit/Experience Earned Count – Credit/Experience earned by the student for the course, reported with implied decimals. For example, 0.50 would be reported as 050 in the batch record.

43 Grade Point Maximum Count 3 N 2 Maximum grade points that can be earned for the course/class (4.00, 5.00, etc.); i.e., the number of quality point that would be awarded for letter grade A (has implied decimal; i.e., “4.00” submitted as “400” in the batch record).

46 Filler-01 1 A 0 Leave blank (spaces).

47 Core Curriculum Waiver Flag 1 A 0 “Y” if student was exempted from a course, otherwise “N”.

48 Course Sponsor Code 3 A 0 Sponsor Code of the LEA in which the student took the course. Must be supplied for all courses taken in Louisiana, otherwise leave blank. If position 166 (Course Type Code) is “DE”, this field must contain the Post-secondary Sponsor code instead of the LEA Sponsor code.

51 Course Site Code 6 A 0 Site code of the school in which the student took the course. Must be supplied for all courses taken in Louisiana, otherwise leave blank. If position 166 (Course Type Code) is “DE”, this field must contain the Post-secondary Site code instead of the LEA Site code.

57 Course Site Name 46 A 0 Name of school in which the student took the course. Used for transfer credit only. Required if Course Site Code not, supplied, otherwise optional.

103 Transcript Course Name 60 A 0 Name of the course in which the student was enrolled. Enter only if different from the LDOE course description for transcript printing only, otherwise leave blank.

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163 Quality Points Awarded Count

3 N 2 The amount of quality points awarded for the letter grade given for the course (has implied decimal; i.e., “3.00” submitted as “300” in batch).

166 Course Type Code 2 A 0 Code to identify type of Course RG - Regular HR - Honors GT - Gifted AP - Advanced Placement SE - Special Education TA - Talented DE - Dual Enrollment DA - Dual Enrollment and AP DI - Dual Enrollment and IB IB - International Baccalaureate

168 Distance Learning Course Type Code

2 A 0 Code to identify type of distance learning course. Leave blank if not applicable. 01 - Local LEA Provided Online Courses 02 - Distance Learning Satellite courses 03 - Other Distance Learning 04- Course Choice/Supplemental Course Providers 05-Dropout Recovery Program Providers

170 Local Course Code 6 A 0 Optional – LEA assigned course code

176 Dual Enrollment Post-secondary Credit Hours Earned

4 A 2 If position 166 (Course Sponsor Code) is designated “DE”, DA or DI, this field must be populated with the Dual Enrollment Post-secondary credit hours earned by the DE course. Otherwise, populated with blank (spaces). This field has an implied decimal, i.e., “4.00” submitted as “0400’ in batch.

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180 Dual Enrollment Secondary Site

6 A 0 If position 166 (Course Sponsor Code) is designated “DE”, DA or DI, this field must be populated with the Site code of the high school in which the student was enrolled when the course was taken. Otherwise, populated with blank (spaces).

186 Work Based Learning Category

2 A 0 01 = Agriculture, Food & Natural Resources 02 = Architecture & Construction03 = Arts, Audio/Video Technology & Communications 04 = Business, Management & Administration 05 = Education & Training 06 = Health Science 07 = Hospitality & Tourism 08 = Human Services 09 = Information Technology 10 = Law, Public Safety, Corrections & Security 11 = Manufacturing 12 = Science, Technology, Engineering & Mathematics 13 = Transportation, Distribution & Logistics

188 Work Based Learning Business Name

25 A 0 Text box to describe the place where work based learning occurred.


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Student Information System Record Layout

141 K-3 Assessment

Start Name Length Type Description Requirement

1 System Indicator 3 A Must always be "SIS" Required

4 LEA Code 3 A LEA code assigned by LDOE Required

7 Record Type Code 3 A Must be "141" Required

10 Local ID Number * 9 A Code assigned and used by local authorities to identify a student

Required

19 State ID/LASID * 10 N Louisiana Secure ID (LASID) as it exists in the eScholar Louisiana Secure ID system.

Required

29 Partial Last Name * 3 A First 3 characters of the student’s last name

Required

32 Partial First Name * 1 A First 1 character of the student’s first name

Required

33 Day of Birth * 2 A Calendar day of birth in format DD Required

35 Sex Code * 1 A Gender of the student Required

36 HispanicLatinoEthnicFlg * 1 A Y if Hispanic; otherwise N Required

37 AmericanIndianOrAlaskanNativeRaceFlg *

1 A Y if American Indian/Alaskan; otherwise N

Required

38 AsianRaceFlg * 1 A Y if Asian; otherwise N Required

39 BlackOrAfricanAmericanRaceFlg *

1 A Y if Black or African American; otherwise N

Required

30

40 NativeHawaiianOrOtherPacificIslanderRaceFlg *

1 A Y if Native Hawaiian/Pac Islander; otherwise N

Required

41 WhiteRaceFlg * 1 A Y if White; otherwise N Required


4 N The beginning and ending years of applicable school year Format: YYYY

Required

46 School/Site Code

6

A

School the student attended for this enrollment. A student may have multiple enrollment records with different sites in the same school year. The Demographic record should reflect the current/most recent site for a given LEA.

Required

52

Grade Placement

2

A

The student’s grade for this enrollment 25 = Kindergarten 01 – First Grade 02 – Second Grade 03 = Third Grade

Required

54

Literacy Screener Exception Code

2

A

Null = Literacy Screener completed 01 = Student was enrolled within the first 30 days of school, but was not in attendance to be assessed 03 = Student assessed in another LEA 05 = Assessed with alternate assessment 06 = COVID19 07 = School Closure (no distanced learning occurring)

Required

56 Alternate Assessment Reason Code

2 A 01 = Hearing Disabled 02 = Visually Disabled 03 = Verbally Disabled

Required if positions 54-55 are “05”

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58 Virtual Setting Flag 1 A Y = Student was assessed virtually* N = Student was assessed in person *Disallowed if position 59 = 3

Not Required

59

Literacy Screener Test Type 1

N

Type of test used. Values: 1 = Acadience Reading (formerly DIBELS Next) 2 = STEEP 3 = STEP 4 = Dibels 8

Required

60 Literacy Screener Score 3 N Literacy screener score 0-999. Example: A single byte score should be entered with blanks in positions 60-61 and the numeric score in position 62. A two byte score should be entered with a blank in position 60 and the numeric score in positions 61-62.

Required

63

K Entry Assessment Exception Code

2

A

Null = K entry assessment completed 01 = Student was enrolled within the first 30 days of school, but was not in attendance to be assessed 02=Not first time Kindergartener 03=Student assessed in another LEA 04=Student assessed with TSGOLD

K Required 1-3 Null

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65

ATL–REG 1: Curiosity

1

N

Must be a number between 1 and 6. Values 1-6 to be used on positions 52 thru 78 Values: 1 = Building Earlier 2 = Building Middle 3 = Building Later 4 = Integrating Earlier 5 = Integrating Middle 6 = Integrating Later Note: If a KEA score field is left blank and others are populated you will receive an error.

K Required 1-3 Null

66 ATL-REG 2: Self Control 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

67 ATL–REG 3: Persistence 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

68 ATL-REG 4: Sharing 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

69 SED 1: Self-Identity 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

70 SED 2: Feelings 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

71 SED 3: Interaction with Adults 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

72 SED 4: Interaction with Peers 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

73 SED 5: Sociodramatic Play

1

N

Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

74 LLD 1: Understanding of Language

1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

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75 LLD 2: Responsiveness to Language


K Required 1-3 Null

76 LLD 3: Use of Language 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

77 LLD 4: Conversation 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

78 LLD 5: Interest in Literacy 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

79 LLD 6: Comprehension 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

80 LLD 7: Print Concepts 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

81 LLD 8: Phonological Awareness 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

82 LLD 9: Letter Knowledge 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

83 LLD 10: Writing 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

84 COG-Math 2: Math Operations 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

85 COG-Math 3: Number Sense of Quantity


K Required 1-3 Null

86 COG-Math 4: Measurement 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

87 COG-Math 6: Shapes 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

88 PD 1: Perceptual Motor 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

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89 PD 2: Gross Locomotor 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

90 PD 3: Gross Motor Manipulative 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

91 PD 4: Fine Motor 1 N Must be number between 1 and 6. See value definitions at position 52.

K Required 1-3 Null

Total Length=91 N – Numeric (right justified, padded with zeroes) A – Alphanumeric (left justified, padded

with spaces)

* For a student, data in these fields must match the student data in the Louisiana Secure ID system.

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LOUISIANA DEPARTMENT OF EDUCATION · 2020-06-19 · and Technical Education (C.A.T.E.) Data System...

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Transcript of LOUISIANA DEPARTMENT OF EDUCATION · 2020-06-19 · and Technical Education (C.A.T.E.) Data System...