SIS User Guide 20122013 v12.3 - { Home : LPSSfiscal accountability and the establishment of a...

8/13/2012

SIS User Guide

2012‐2013 Version 12.3

John WhiteState Superintendent of Education

Last Revision 8/13/2012

SIS User Guide Last Revised 08/13/2012

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SIS User Guide

Contents INTRODUCTION ....................................................................................................................................................... 8 GOALS: .................................................................................................................................................................... 9 OBJECTIVES: ............................................................................................................................................................ 9 OVERVIEW ............................................................................................................................................................. 10 SUMMARY OF CHANGES FOR 2010 – 2013 .......................................................................................................... 13 Student Scholarship for Excellence (for 2012‐13) ............................................................................................ 13 Address Record to include Military Reside Flag (For 2012‐2013) .................................................................... 13 Address Record new collection sites (For 2012‐2013) ..................................................................................... 13 Program Record new record type collection (For 2012‐2013) ......................................................................... 13 Address Records (For 2011‐2012) ..................................................................................................................... 13 Change to Everybody Graduates! (EG!) Flag (originally introduced in 2011‐2012) ......................................... 13 Change to Accelerated Student Achievement Pathway (ASAP) Flag (originally introduced in 2011‐2012) .... 14 New Jobs for America's Graduates Louisiana (JAG‐LA) Flag (for 2011‐2012) .................................................. 14 Discipline Reason Codes requiring Victim record (for 2012‐13)....................................................................... 14

SIS DATA DICTIONARY ........................................................................................................................................... 15 Demographic Batch Record Layout .................................................................................................................. 15 Enrollment Batch Record Layout ...................................................................................................................... 16 Enrollment Batch Record Layout ‐ Continued .................................................................................................. 17 Program Record Layout .................................................................................................................................... 18 Discipline Batch Record Layout ......................................................................................................................... 19 Class Schedule Record Layout ........................................................................................................................... 20 Address Record Layout ..................................................................................................................................... 21 504 Record Layout ............................................................................................................................................ 22 ELEMENT NAME: Absences ............................................................................................................................... 23 ELEMENT NAME: Accelerated Student Achievement Pathway (ASAP) Flag .................................................... 24 ELEMENT NAME: Awaiting Foster Care Placement Flag ................................................................................... 25 ELEMENT NAME: Birth Date ............................................................................................................................. 26 ELEMENT NAME: Calendar Code ...................................................................................................................... 27 ELEMENT NAME: City (Physical) ....................................................................................................................... 28 ELEMENT NAME: Class Code ............................................................................................................................. 29 ELEMENT NAME: Country of Birth Code ........................................................................................................... 30 ELEMENT NAME: Disciplinary Type Code ......................................................................................................... 32 ELEMENT NAME: Disciplinary Action Date ....................................................................................................... 34 ELEMENT NAME: Disciplinary Action Reason Code .......................................................................................... 35 ELEMENT NAME: Disciplinary Action Return Date ........................................................................................... 36 ELEMENT NAME: Dropout Reason Code .......................................................................................................... 37 ELEMENT NAME: English Proficiency Code ...................................................................................................... 38 ELEMENT NAME: Entry Code ............................................................................................................................ 39 ELEMENT NAME: Entry Date ............................................................................................................................. 42 ELEMENT NAME: Ethnic Code (Discontinued 2010‐2011) ............................................................................... 43 ELEMENT NAME: Ethnicity/Race Flags ............................................................................................................. 44 ELEMENT NAME: Everybody Graduates! (EG!) Flag Program Discontinued after 2011‐2012 ......................... 45


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ELEMENT NAME: Exit Date ............................................................................................................................... 46 ELEMENT NAME: Exit Reason Code .................................................................................................................. 47 ELEMENT NAME: First Entry Date (into the United States) .............................................................................. 50 ELEMENT NAME: Free or Reduced Price Lunch/Breakfast Eligibility ............................................................... 51 ELEMENT NAME: Grade Placement .................................................................................................................. 52 ELEMENT NAME: Home Based Site Code ......................................................................................................... 53 ELEMENT NAME: Homeless Indicator ............................................................................................................... 54 ELEMENT NAME: Homeless Reason Code ........................................................................................................ 55 ELEMENT NAME: IAP Review Date ................................................................................................................... 56 ELEMENT NAME: Jobs for America’s Graduates LA (JAG‐LA) Flag .................................................................... 57 ELEMENT NAME: Language Code ..................................................................................................................... 58 ELEMENT NAME: Last 504 Evaluation Date ...................................................................................................... 59 ELEMENT NAME: LEP (Limited English Proficient) Funding Source Code ........................................................ 60 ELEMENT NAME: Local Educational Agency (LEA) / Sponsor Code .................................................................. 61 ELEMENT NAME: Local Identification Number ................................................................................................. 62 ELEMENT NAME: Military Reside Flag .............................................................................................................. 63 ELEMENT NAME: Name .................................................................................................................................... 64 ELEMENT NAME: Option Code ......................................................................................................................... 65 ELEMENT NAME: Pre‐GED/Skills Level Code (data element no longer collected) ........................................... 66 ELEMENT NAME: Pre‐Kindergarten Funding Source Code ............................................................................... 67 ELEMENT NAME: Prior Education Experience to Kindergarten Code .............................................................. 68 ELEMENT NAME: Program Code ....................................................................................................................... 70 ELEMENT NAME: Program Start Date ............................................................................................................... 71 ELEMENT NAME: Record Type .......................................................................................................................... 72 ELEMENT NAME: Residing Parish Code ............................................................................................................ 73 ELEMENT NAME: School/ Site Code ................................................................................................................. 74 ELEMENT NAME: Section 504 Disability Category Code .................................................................................. 75 ELEMENT NAME: Section 504 Services Exit Date ............................................................................................. 77 ELEMENT NAME: Section 504 Services Exit Reason Code ................................................................................ 78 ELEMENT NAME: Services Provided Flag .......................................................................................................... 79 ELEMENT NAME: Session Year .......................................................................................................................... 80 ELEMENT NAME: Sex Code ............................................................................................................................... 81 ELEMENT NAME: Special Education Indicator (data element no longer collected) ......................................... 82 ELEMENT NAME: State ..................................................................................................................................... 83 ELEMENT NAME: State Identification Number ................................................................................................. 84 ELEMENT NAME: State Identification Number Reassignment ......................................................................... 85 ELEMENT NAME: Street Address (Physical) ...................................................................................................... 86 ELEMENT NAME: System Indicator ................................................................................................................... 87 ELEMENT NAME: Truancy Flag ......................................................................................................................... 88 ELEMENT NAME: Unaccompanied Youth Flag.................................................................................................. 89 ELEMENT NAME: Weapon Type ....................................................................................................................... 90 ELEMENT NAME: Zip Code (Physical) ............................................................................................................... 91

EVENT RECORD SYSTEM........................................................................................................................................ 92 Event Record Layout ......................................................................................................................................... 92 Student Perpetrator and Instance Record Layout ............................................................................................ 93 Actions and Interventions Record Layout ......................................................................................................... 94 Victim Record Layout ........................................................................................................................................ 95 Non‐Student Perpetrator and Instance Record Layout .................................................................................... 96


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ELEMENT NAME: Action/Intervention Code .................................................................................................... 97 ELEMENT NAME: Administrator Type Code ..................................................................................................... 99 ELEMENT NAME: Administrator’s First Name ................................................................................................ 100 ELEMENT NAME: Administrator’s Last Name ................................................................................................. 101 ELEMENT NAME: Age at Incident Date ........................................................................................................... 102 ELEMENT NAME: Alcohol‐Related Flag ........................................................................................................... 103 ELEMENT NAME: Anonymous ID (Victim) ...................................................................................................... 104 ELEMENT NAME: Arrest Resulted Flag ........................................................................................................... 105 ELEMENT NAME: Behavior Motivation Code ................................................................................................. 106 ELEMENT NAME: Bullying Code ...................................................................................................................... 107 ELEMENT NAME: Corporal Punishment Directly Authorized by Uninvolved Third Party Flag ....................... 108 ELEMENT NAME: Counseling Flag (Victim) ..................................................................................................... 109 ELEMENT NAME: Disability‐Related Flag ........................................................................................................ 110 ELEMENT NAME: Discipline Administered Date ............................................................................................. 111 ELEMENT NAME: Discipline Return Date ........................................................................................................ 112 ELEMENT NAME: Discipline Start Date ........................................................................................................... 113 ELEMENT NAME: Drug‐Related Flag ............................................................................................................... 114 ELEMENT NAME: Electronic Aggression Flag .................................................................................................. 115 ELEMENT NAME: Emotional Aggression Flag ................................................................................................. 116 ELEMENT NAME: Ethnicity/Race Flags (Victim) .............................................................................................. 117 ELEMENT NAME: Event Date .......................................................................................................................... 118 ELEMENT NAME: Event ID .............................................................................................................................. 119 ELEMENT NAME: Firearms and Explosives Weapons Code ............................................................................ 120 ELEMENT NAME: Gang‐Related Flag .............................................................................................................. 121 ELEMENT NAME: Gender (Victim) .................................................................................................................. 122 ELEMENT NAME: Grade Level at Incident Date .............................................................................................. 123 ELEMENT NAME: Hate/Bias‐Related Flag ....................................................................................................... 124 ELEMENT NAME: Hate/Bias‐Related Motivation Code .................................................................................. 125 ELEMENT NAME: Injury Code ......................................................................................................................... 126 ELEMENT NAME: Location Code ..................................................................................................................... 127 ELEMENT NAME: Manifestation Hearing Date ............................................................................................... 128 ELEMENT NAME: Medical Treatment Flag (Perpetrator) ............................................................................... 129 ELEMENT NAME: Medical Treatment Flag (Victim) ........................................................................................ 130 ELEMENT NAME: Minutes Removed .............................................................................................................. 131 ELEMENT NAME: Other Support Flag ............................................................................................................. 132 ELEMENT NAME: Other Weapons Code ......................................................................................................... 133 ELEMENT NAME: Parent Contacted Flag (Perpetrator) .................................................................................. 134 DEFINITION: This is a Y/N indicator allowing LEA to show if parent was contacted in regards to Event.ELEMENT NAME: Parent Contacted Flag (Victim) ................................................................................ 134 ELEMENT NAME: Parent Contacted Flag (Victim) .......................................................................................... 135 ELEMENT NAME: Perpetrator ID Number ...................................................................................................... 136 ELEMENT NAME: Perpetrator Type Code ....................................................................................................... 137 ELEMENT NAME: Physical Aggression Flag ..................................................................................................... 139 ELEMENT NAME: Physical Evidence Code ...................................................................................................... 140 ELEMENT NAME: Primary Reason Code (Event) ............................................................................................. 141 ELEMENT NAME: Primary Reason Code (Perpetrator) ................................................................................... 142 ELEMENT NAME: Reported to Law Enforcement Flag.................................................................................... 143 ELEMENT NAME: Site Code (Event) ................................................................................................................ 145


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ELEMENT NAME: Site Code (Perpetrator) ...................................................................................................... 146 ELEMENT NAME: Site Code (Victim) ............................................................................................................... 147 ELEMENT NAME: Time Code ........................................................................................................................... 148 ELEMENT NAME: Verbal Aggression Flag ....................................................................................................... 149 ELEMENT NAME: Victim Type Code ................................................................................................................ 150 ELEMENT NAME: Witness Count .................................................................................................................... 151

DATA COLLECTION AND TRANSMISSION METHODS .......................................................................................... 152 GUIDE GLOSSARY ................................................................................................................................................ 154 EDIT PARAMETERS GUIDE ................................................................................................................................... 155 Error Code Definitions and Troubleshooting Guide ........................................................................................... 156 STATE IDENTIFICATION NUMBER GUIDELINES ................................................................................................... 205 GUIDELINES FOR ASSIGNING STATE IDENTIFICATION NUMBERS ...................................................................... 207 STUDENT MEMBERSHIP DEFINITION .................................................................................................................. 208

§1107. Minimum Foundation Program .................................................................................................. 208 DROPOUT INFORMATION GUIDE........................................................................................................................ 210 How dropouts are determined: ...................................................................................................................... 210 Some examples/reasons students are flagged as dropouts: .......................................................................... 210 Other factors: .................................................................................................................................................. 210

APPENDIX A: Dropout Identification .................................................................................................................. 212 DROPOUT TYPE: .............................................................................................................................................. 212

APPENDIX B: NCES Dropout Definition ............................................................................................................... 214 APPENDIX C: Historical Summary of Changes .................................................................................................... 217 APPENDIX D: SIS Files/Reports ........................................................................................................................... 232 SIS File Extracts (CSV files available on the “File” section of SIS web application) ........................................ 232 SISF01 Student File (Available in CSV and Fixed‐Width formats) ............................................................... 232 SISF02 Direct Cert Verification File ............................................................................................................. 232 SISF03 Direct Cert Match Extract File ......................................................................................................... 232 SISF04 Enrollment Derivation Extract (Available in CSV and Fixed‐Width formats) .................................. 234 SISF06 LRS Student Data Extract File .......................................................................................................... 234 SISF07 Extract Files (Rosters) ...................................................................................................................... 234

SIS Reports ...................................................................................................................................................... 235 Oct and Feb MFP Reports ............................................................................................................................... 235 SISR01 Membership Count Report ............................................................................................................. 235 SISR03 Membership Roster Report ............................................................................................................ 235 SISR04 Enrollment Count Report ................................................................................................................ 235 SISR06 Enrollment Roster Report ............................................................................................................... 235 SISR07 Free/Reduced Lunch Enrollment Count .......................................................................................... 235 SISR09 Multiple Enrollment Report ............................................................................................................ 235 SISR11 At Risk Count Report ....................................................................................................................... 235 SISR13 Free/Reduced Lunch Count Report................................................................................................. 235 SISR15 Same ID Report ............................................................................................................................... 235 SISR17 Duplicate Students Report .............................................................................................................. 236 SISR19 Option Code Roster Report ............................................................................................................. 236 SISR36 LEP Roster Report............................................................................................................................ 236 SISR37&SISR38 Homeless Roster/Summary Reports ................................................................................. 236 SISR43 &SISR44 Not Flagged as Free Lunch Roster/LEA Summary Count .................................................. 236 SISR46 & SISR47 Grade Level Does Not Match SPED Indicator Roster & LEA Sum Cnt ............................. 236 SISR56 & SISR57 Grade Level Does Not Match SPED Ind Roster & LEA Sum Reports ................................ 237


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SISR58 FNS Direct Certification Match ....................................................................................................... 237 Year‐Round Reports ........................................................................................................................................ 237 SISR26/SISR27 Enrollment Data Verification Site Level and LEA Level Reports ......................................... 237 SISR31/SISR32 Discipline Data Verification Site Level and LEA Level Reports ........................................... 237 SISR39/SISR40 Truancy Count Roster/Truancy Summary Count ................................................................ 237

LEADS Reports ................................................................................................................................................. 237 SISR20 LEADS Class Detail Report ............................................................................................................... 237 SISR21 LEADS Class Summary Report ......................................................................................................... 237 SISR41 Students Without Class Schedule Roster ........................................................................................ 237 SISR52 Data Integrity by Site ....................................................................................................................... 238 SISR53 Data Integrity by Class ..................................................................................................................... 238

EOY Reports .................................................................................................................................................... 238 SISR01 Membership Count Report ............................................................................................................. 238 SISR03 Membership Roster Report ............................................................................................................ 238 SISR04 Enrollment Count Report ................................................................................................................ 238 SISR06 Enrollment Roster Report ............................................................................................................... 238 SISR07 Free/Reduced Lunch Enrollment Count .......................................................................................... 238 SISR11 At Risk Count Report ....................................................................................................................... 238 SISR13 Free/Reduced Lunch Count Report................................................................................................. 238 SISR19 Option Code Roster Report ............................................................................................................. 238 SISR36 LEP Roster Report............................................................................................................................ 238 SISR37 Homeless Roster Report ................................................................................................................. 238 SISR38 Homeless Summary Report ............................................................................................................ 238 SISR58 FNS Direct Certification Match ....................................................................................................... 238

EOY/Graduate/Dropout Correction Reports .................................................................................................. 238 SISR22 Aggregate Dropout Cleanup Roster ................................................................................................ 238 SISR24 Potential Dropout Roster Report .................................................................................................... 239 SISR25 Preliminary Graduate Roster Report .............................................................................................. 239

Special Reports ................................................................................................................................................ 239 SISR49 Where Students Were Routed From Roster ................................................................................... 239 SISR50 Where Students Were Routed To Roster ....................................................................................... 239 SISR51 PreK Funding LA4 Roster ................................................................................................................. 239

504 Record Reports ........................................................................................................................................ 239 SISR70 504 Student Roster ......................................................................................................................... 239 SISR71 504 Student Summary Count Report .............................................................................................. 239 SISR72 504 Compliance Report ................................................................................................................... 239 SISR73 504 Evaluation Management Roster .............................................................................................. 240 SISR74 504 Status in Previous Enrollment Roster ...................................................................................... 240

Address Record Reports .................................................................................................................................. 240 SISR65 Student Address Roster Report ...................................................................................................... 240 SISR66 MFP School District Summary Count Report .................................................................................. 240 SISR67 Where the MFP Funding will be routed From Roster ..................................................................... 240 SISR68 Where the MFP Funding will be routed To Roster ......................................................................... 240

APPENDIX E: Primary Infraction/Reason Code Definitions ................................................................................ 241 APPENDIX F: Student Scholarship for Excellence ............................................................................................... 243 Responsibilities of Sending School/District .................................................................................................... 243 Student coming from a C/D/F Public School: ............................................................................................. 243 Student coming from K (registered): .......................................................................................................... 243


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Student coming from K (not registered): .................................................................................................... 244 Student coming from Orleans ‐ Existing Scholarship Student (attended NPS previous year): .................. 244

Receiving School/District Responsibilities ...................................................................................................... 245 Student coming from a C/D/F Public School: ............................................................................................. 245 Student coming from K (registered): .......................................................................................................... 245 Student coming from K (not registered): .................................................................................................... 245 Student coming from Orleans ‐ Existing Scholarship Student (attended NPS previous year): .................. 245

Scenarios: ........................................................................................................................................................ 246

For additional Information about this System or this Guide please contact: Annette Chelette

Phone: 225-342-1805 Fax 225-342-1912

Information Management/Data Management

Louisiana Department of Education

(Mailing address) •P.O. Box 94064

•PAIR - Room 5-172 •Baton Rouge, LA 70804-9064

(Physical - For UPS and FedEx include Building and Suite #)

•Claiborne Building - Suite G224 •1201 North Third Street

•Baton Rouge, Louisiana 70802 LDE's Toll Free Number 1-877-453-2721


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INTRODUCTION

• In 1987, the Department of Education, using 8(g) funds, initiated an effort to design a computerized student data collection system which could be used to identify students at risk of dropping out of school and to monitor student movement throughout Louisiana. The development and subsequent piloting of this project have provided the framework for the current Student Information System (SIS).

• In the 1992 Legislative Session, two events occurred which generated the need for statewide SIS

implementation. These events included the establishment of a new funding formula for districts, based on individual student identification and the passage of R.S.17:7(2) (c) (d) and (e), which outlines procedures for fiscal accountability and the establishment of a comprehensive management information system for education.

• In response to these events, the original design of the Student Information System was redirected for 1992‐1993

to collect only the necessary data required for identification of students for the Minimum Foundation Program (MFP).

• During 1993‐1994, the SIS continued to collect the basic identification data needed for reporting student

membership for the MFP. In addition, data elements were included to reflect information required in various other reports in an attempt to replace the traditional methods of reporting with individual automated data. Because many reports are required for the end of the school year, an additional reporting period was added.

• During 1994‐1995, the focus was on refining present data collection procedures: eliminating redundancies,

amplifying certain codes, and collecting enrollment/exit data necessary for replacing relevant sections of the AFSR (Annual Financial and Statistical Report) and the ASR (Annual School Report).

• In 1995‐1996, collection and refinement of discipline data predominated, along with continuing efforts to

replace the AFSR.

• The 1996‐1997 school year’s data collection focused on supplementing and refining current codes and edits. The automated submission of calendar data to compute total instructional time was an added enhancement to the integration of the SIS with the Sponsor Site (SPS) Database.

• For the 1997‐1998 school year, an expanded Header Record added choices for reports to be downloaded to

increase the efficiency of processing. Other refinements to edits and definitions were made, and integration between the School Calendar System (SPC) database and the SIS was fully implemented.

• The 1998‐1999 data collection added information on students who are Limited English Proficient (LEP).

• 2000‐2001. In addition to continued refinements to the edits, the program used to identify dropouts was

adjusted to (1) not count expelled students as dropouts until their period of expulsion was over and they failed to return and (2) not count students exited for temporary illness until the following school year, if they failed to return. Both of these changes to the dropout program are in accordance with the federal definition of a dropout provided by the National Center for Education Statistics (NCES) and the Common Core of Data (CCD). See page 210 for complete information on dropouts.


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STUDENT INFORMATION SYSTEM

GOALS:

• Provide a uniform method for the automated collection of student data • Provide auditable data for accountability of the Minimum Foundation Program (MFP) funding • Provide student demographic, enrollment, exit, discipline and class schedule information • Provide foundation for School Performance Scores and Accountability

OBJECTIVES:

• Conduct limited data collection of public school student information from the 69 Local Educational Agencies (LEAs) and from other independent public schools: Laboratory, Type 2 Charter schools, SSD, and approved special schools.

• Establish limited data collection in the following areas: Demographics, Enrollments, Exit Reason, Discipline, Class Schedule

• Develop and maintain a standardized definition for each data element • Maintain a SIS User Guide • Collect data to meet the requirements for the MFP October 1 student membership count • Develop processes to facilitate collection of data from all LEAs using electronic file transfer • Edit data and issue diagnostic error messages for invalid data • Provide LEAs an opportunity to resubmit corrected data • Continue to establish and improve data verification procedures • Develop, improve, and provide standardized reports as required for the districts and the Department of

Education • Maintain appropriate security procedures to ensure safekeeping, integrity, and privacy of the student data • Recreate student information sections of the AFSR • Provide student information for Progress Profiles; Student Suspension; Expulsion and Dropout Report; School

Accountability; Common Core of Data (CCD); etc.


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OVERVIEW Types of information collected and stored in the database The SIS database consists of records of information about individual students enrolled in Louisiana public schools. These records contain information about students’ demographic characteristics, their enrollment in particular schools, and their disciplinary and attendance history; and starting in the 2004‐2005 school year, projected class schedule data. Students are identified by their state identification numbers (primarily Social Security Numbers) and demographic information, which includes the student’s name, ethnic group, gender, date of birth, and country of birth. Enrollment/exit information includes, for example, the dates a student was enrolled in a particular school and in what grade, whether the student was receiving a free or reduced price lunch, the number of days the student was absent, and the date and reason the student exited. Disciplinary action information includes the disciplinary action reason, the type of disciplinary action, and the dates on which the suspension or expulsion began and ended. Collection periods Five data collection periods currently exist in SIS: October MFP (Mid August to late October) LEADS Data Collection (Mid August to Early January) February MFP (Mid January to late February) LEADS/CVR Roll over Collection (March to May‐finalized OCT 1 LEADS Data is used to populate CVR) End‐of‐Year (EOY) (Early March to Mid July) Dropout Correction Period (DCP) (Mid July to Early January) A new database is created each year. This database is updated throughout the year with the latest data or period specific data. Enrollment data is collected during the MFP collections. These “membership” counts are used for funding calculations. Students enrolled (or in “membership”) as of October 1 or February 1 of each school year. Class Schedule Records are submitted during the LEADS Data collection period. LEADS data is used to determine class size, class composition, highly qualified percentages, and vocational education funding to name a few uses. During the optional LEADS/CVR Collection Period, LEAs will need to send the actual Class Schedule Records that are currently scheduled/in progress as of March 1st plus any students/schedules that were completed with credit and grades permanently assigned. The Dropout Correction period actually involves making corrections to the prior school year. Factors exist that generate Dropouts and graduates through December 31st of the following school year. For this reason, dropouts cannot be finalized until after this date. Each year we open the previous school year for dropout corrections. Dropouts are a factor of “School Performance Scores.” The End‐of‐Year collection deals with discipline records, attendance info, truancy, homeless info, and preliminary dropout and graduate counts. The End‐of‐Year data provide the basis for final Average Daily Attendance (ADA) and Average Daily Membership (ADM); and in conjunction with the SPC ‐ School Calendar System database, the total number of instructional days is calculated. SIS reporting requirements During each reporting period, school districts are required to submit records for students enrolled in school. For the Beginning‐of‐Year reporting period, they must transmit records of enrollments/exits from the beginning of school up to October 1. Enrollments and exits through the end of the October Collection Period are encouraged as this information is used to correctly pre‐code and source testing books. For the End‐of‐Year reporting period, records of enrollments/exits and any disciplinary actions for any student enrolled at any time during the entire school year are required and final. Records of disciplinary actions and attendance are also mandatory for the Beginning‐of‐Year period because this information is used by SPED Directors and this helps us, help you identify issues occurring earlier than the End‐of Year reporting period. 504 records are also required if a student meets 504 eligibility. Certain districts are required to submit Address Records to identify the district the student would have normally attended. This is to determine which district the funding will be pulled from for MFP purposes. Data about an individual student must always be submitted as a set of records containing a single Demographic Record and an Enrollment Record for each time a student has enrolled and exited from a school in a particular school district. This single Demographic Record and the accompanying Enrollment Record(s) detailing a student’s enrollment history (and any Discipline (Event, Perpetrator and Instance, Actions and Interventions, Victim Records) and Class Schedule Records) in a district constitute a complete set of records. This complete set of records must be transmitted each time when updating any student’s records. (Class Schedule Records are only submitted during the LEADS and LEADS/CVR Data Collection Periods.)


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Discipline reporting The Event Collection System is comprised of Event Records, Perpetrator and Instance Records, Actions and Interventions Records, and Victim Records. An event is one or more offenses committed by the same offender, or group of offenders acting in concert at the same “time” and “location” which are represented by code values in the Event system. The Event Record unifies elements in the Event System and also stores shared context. Events that are reported should be both significant to school students or personnel, and of a measurable nature. All events are reported by individual sponsors or LEAs. While Events may actually take place outside of school hours and sites, and while the individuals involved in an event may span site codes, the Event record should only contain information relevant to the site reporting the Event. For most Event Records, you would expect to see a student victim and/or perpetrator, because this information is being stored on the Student Information System (SIS) database. However, because we are also interested in overall school climate, and keeping victims’ identities anonymous, it’s possible that some events you may wish to report are not directly relatable to a specific student. Within an Event, you can have separate perpetrators and lesser related instances of behavior that need to be addressed. The Perpetrator and Instance Record contains numerous flags that add additional “shading” to a specific perpetrator’s role in a given Event. Perpetrators can be offsite visitors, employees, students from other schools, etc. Because we have individual perpetrators with their own Primary Reason Codes, we can also link one or more disciplinary actions to each perpetrator individually based on their precise role in an Event. Students may be assigned more than one specific punishment, such as combining an out‐of‐school suspension with an alternate site expulsion or combining TOR (Time Out Room) with afterschool detention. Students may fail to faithfully serve out their prescribed punishment which may lead to harsher additional punishments. If your district employs Corporal Punishment as one of your disciplinary tools, you will have additional fields to complete in regards to that on this Actions and Interventions Record. If a student is referred for discipline due to behavior that may be related to a Special Education Exceptionality, treatment may be a more appropriate intervention, than punishment. The Actions and Interventions Record will allow you to report non‐disciplinary interventions as well. Students that are not disciplined, but merely referred for disciplinary action and subsequently sent back to class, should also be reported; but you will report the discipline action code as “no action.” The Victim Record is an anonymous record that allows us to capture information on repeat victims and overall victim stats that can be used to identify victimization patterns without risk of revealing the individual involved. While the Victim Record is anonymous at the state submission level, the LEA will need to keep track of this information for addressing the specific victim’s needs with medical services, follow‐up counseling, etc. Victims can be students and school personnel such as teachers, custodian, or visitors. Not all discipline actions would expect or allow the submission of the Victim Record. For instance, willful disobedience, uses profane language, or possesses tobacco or lighter would not have victims associated with them. You would expect to have victims with the more serious primary reason codes such as assault and battery, murder, kidnapping, and serious bodily injury to list a few. Student enrollment and exit reporting rules For students who have left school during the school year, submit an Enrollment Record coded with an Exit Date and Reason showing why they left school. For students, other than graduating seniors (12th graders), who have completed a school year and will be promoted or retained in the following school year, the exit date and exit reason fields are left blank on the Enrollment Record. These students are “original enrollments” for the next school year, and their entry date for the new school year is the first day of class. For students who do not show up for the following school year, submit an Enrollment Record with the Exit Reason coded with the reason they did not show up and the Exit Date equal to the first day of class. Seniors who graduate (including summer school graduates), or those who receive a Certificate of Achievement, or who complete all requirements except the GEE, are exited on the last day of class in the EOY Processing Period. Or they can be entered on the first day of class in the next year and they should be exited on the same day with appropriate exit reason (e.g., 04 graduated). These will be attributed to the previous year’s count. Please keep in mind, though, that the graduate counts will be final as of early September. Summarization of the SIS Database Structure

• Every student must have one, and only one, Demographic Record. • Each student will have at least one Enrollment Record (one Enrollment Record for each enrollment during the school year). • Each student will have one Discipline Record for each discipline action that takes place in your district. A student could have

no Discipline Records or several Discipline Records. • Each student will have one Class Schedule Record for each class the student is taking as of Oct 1 (LEADS) or for each

student’s class currently scheduled/in progress as of March 1st plus any students/schedules that were completed with credit and grades permanently assigned (LEADS/CVR, optional).

A single Demographic Record for each student is related to at least one or many Enrollment Records representing each enrollment in a school during a school year. This same Demographic Record may be related to one or many Discipline Records. This same Demographic Record may be related to one or to many Class Schedule Records representing each class in which the student is


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enrolled as of October 1. The student ID number and demographic data relate each student Demographic Record to Enrollment, Discipline, and Class Schedule Records. Discipline Start Date and Enrollment Exit Date also relate the Discipline Records to the Enrollment Record. The student ID number, which is usually the Social Security Number, should uniquely identify each student. Required for each SIS Transmission: One Demographic Record per Student – See Demographic Record Page At Least one Enrollment Record per Student – See Enrollment/Exit Record Page As Applicable Records: One Discipline Record per disciplinary action meted out – See Discipline Record Page One Address Record for each enrollment of specified districts See Page 22 One 504 Record for each enrollment of a 504 student—See Page 23 One Program Record for each enrollment of a student in specified Programs—See Page 19 One Class Record for each Class student is enrolled in on Oct. 1 (LEADS) or for each student’s class currently scheduled/in progress as of March 1st plus any students/schedules that were completed with credit and grades permanently assigned (LEADS/CVR, optional) – See Page 20 SIS Discipline Event System Transmissions: (2 different submission files‐)

• First, submit Event Record and non‐student Perpetrator Records (includes students not enrolled in your LEA) and all Victim Records through Event section of SIS, as applicable – See Page 92

• Submit file for student perpetrators (enrolled in your LEA) through SIS proper – See Page 938010 – Demographic Record: include only one per student 040 – Enrollment/Exit Record: include at least one per student (One for each enrollment) 090 – Discipline Record: include as many (or no) records, as applicable 091 – Perpetrator and Instance Record: include as many (or no) records, as applicable 092 – Actions and Interventions Record: include as many (or no) records, as applicable


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SUMMARY OF CHANGES FOR 2010 – 2013

Student Scholarship for Excellence (for 201213)

Act 2 of the 2012 Regular Session of the Louisiana Legislature created the Student Scholarship for Excellence. The new law expands the Louisiana’s Student Scholarships for Excellence Program statewide, establishes alternative routes for charter organizations to secure authorizations, and gives Louisiana’s students and families the option of enrolling in state‐funded courses via approved course providers. These students are considered Public school students and therefore must be tracked via the State SIS database using new Entry and Exit codes. Please see Appendix F for more detailed information.

Exit Reason Codes 36 Completer (State Approved Skills Certificate) (for 2012‐2013) Exit Reason Code 36, Completer (State Approved Skills Certificate): Skills Certificate Only code added to Completer codes. This change will be in place starting the 2012 Oct 1 MFP Collection Period.

Address Record to include Military Reside Flag (For 20122013) The Address Record will now include a Y/N flag to indicate if the address is on a Military base. This is due to funding requirements. If a student resides on a Military base, the funding comes from the state and not the residing parish school attendance zone.

Address Record new collection sites (For 20122013) All SSD sites as well as the sites for LSMSA, LSDVI and NOCCA will submit Address Records. This is due to a change in the MFP funding.

Program Record new record type collection (For 20122013) Beginning with the 2012‐13 Oct 1 MFP Processing Period 1, a Program record will be submitted for each student participating in certain programs. Each record will contain Program Code which uniquely identifies a program or pathway. See the Data Element “Program Code” for more information. Address Records Required for All Type 2 Charters (for 2012‐2013)

Address Records (For 20112012) Beginning with 2011‐2012, Address records are required for all Type 2 Charters, all SSD sites, A02 sites, LEA 302 LSMSA, LEA 304 LSDVI, and the full time day students attending LEA 334 NOCCA.

Change to Everybody Graduates! (EG!) Flag (originally introduced in 20112012) Note: EG! Program discontinued after 2011‐2012. Beginning 2012‐13 this flag is now filler in the Enrollment Record Layout.


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Change to Accelerated Student Achievement Pathway (ASAP) Flag (originally introduced in 20112012) Beginning 2012‐13 this flag is now filler in the Enrollment Record Layout. Starting with 2012‐13 this information will be collected in the new 050Program Record Layout.

New Jobs for America's Graduates Louisiana (JAGLA) Flag (for 20112012) Beginning 2012‐13 this flag is now filler in the Enrollment Record Layout. Starting with 2012‐13 this information will be collected in the new 050Program Record Layout.

Discipline Reason Codes requiring Victim record (for 201213) Victim records were made required for Discipline Reason Codes 35 and 36 in 2011‐12. The following Discipline Reason Codes will require Victim records (type 093): 02 – TREATS AUTHORITY WITH DISRESPECT 03 – UNFOUNDED CHARGE AGAINST AUTHORITY 06 – GUILTY OF INJURIOUS CONDUCT 15 – THROWS MISSLES LIABLE TO INJURE OTHERS 16 – INSTIGATES/PARTICIPATES IN FIGHTS 22 – MURDER 23 – ASSAULT AND BATTERY 24 – RAPE AND SEXUAL BATTERY 25 – KIDNAPPING 29 – MISAPPROPRIATION W/VIOLENCE TO PERSON 32 – SERIOUS BODILY INJURY 35 – BULLYING 36 – CYBERBULLYING 48 – SEXUAL HARRASSMENT Victim records are not allowed for any other Discipline Reason Code.


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SIS DATA DICTIONARY

Demographic Batch Record Layout Record Type Code 010

N – Numeric V – Implied Decimal X – Alphanumeric Page references are to the Data Element Dictionary in the SIS User's Guide.

010 SIS Demographic Record Layout Start Name Length Type Desc Requirement Page Ref

1 System Indicator 3 X Must always be "SIS" Required 87 4 LEA Code 3 X LEA code assigned by LDE Required 61 7 Record Type Code 3 X Code indicating record type. Must be "010" Required 72

10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62 temporary ID must be used/assigned by district.

19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required 84 temporary ID must be used/assigned by district.

28 State ID Reassignment 9 X Only to be used when changing an already loaded student's Optional 85 Number state id number instead of sending complete delete/replace file. This field must be blank when not reassigning student IDs.

37 Last Name 20 X Student's Last Name Required 64

57 Suffix 3 X

Student's Suffix (limited to pre-approved entries on table, JR., JR, SR., SR, II – VII, IX, ESQ Optional 64

60 First Name 15 X Student's First Name Required 64 75 Middle Name 15 X Student's Middle Name Optional 64 90 Birth Date 8 N Calendar date of birth in format MMDDYYYY Required 26 98 Sex Code 1 X Gender of the student {M, F} Required 81 99 Ethnic Code-Filler 1 X Student Ethnicity {1, 2, 3, 4, 5} Blank 43

100 Session Year 8 N The beginning and ending years of applicable school year Required 80 Format: XXXXYYYY

108 Country of Birth Code 2 X The code for the country where a student was born. Required 30 110 First Entry Date Into U.S. 8 X The month, day and year of a student's initial arrival into the Req if Applicable 50

United States in order to establish residency. Required when Country of Birth Code other than "US" Format: MMDDYYYY

118 HispanicLatinoEthnicFlg 1 X Y if Hispanic; N if not Required 44 119 AmericanIndianOrAlaskanNativeRaceFlg 1 X Y if American Indian/Alaskan; N if not Required 44 120 AsianRaceFlg 1 X Y if Asian; N if not Required 44 121 BlackOrAfricanAmericanRaceFlg 1 X Y if Black or African American; N if not Required 44 122 NativeHawaiianOrOtherPacificIslanderRaceFlg 1 X Y if Native Hawaiian/Pac Islander; N if not Required 44 123 WhiteRaceFlg 1 X Y if White; N if not Required 44

Total Length=124


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Enrollment Batch Record Layout Record Type Code 040


040 SIS Enrollment Record Layout Start Name Length Type Desc Requirement Page Ref


10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62 19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required 84

temporary ID must be used/assigned by district. 28 Session Year 8 N The beginning and ending years of applicable school year Required 80 Format: XXXXYYYY

36 School/Site Code 6 X School the student attended for this enrollment. A student Required 74 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.

42 Entry Date 8 N The calendar date for when a student first attends a given Required 42 school. Most students will use the first day of class. Must be a valid school day in SPC the School Calendar System. Format: MMDDYYYY

50 Entry Code 2 X Code describing status under which student entered school Required 39 {E1, E2, C2, C3, C4, C5, C6, C7, C8, A1, A2}

52 Grade Placement 2 X The students grade for this enrollment Required 52 54 Special Education Indicator 1 X Code showing whether student is in SER for Special Ed As Applicable 82

{1 = Disabled, 2 = Gifted and Talented} 55 Absences 4 V The total days of school missed in half day increments Required 23

Format: 999v9 (Fill with zeros if student was never absent)

59 Pre-K Funding Source Code 2 X Code indicating the primary funding source program for a

Required for 24 67

grade 24(Pre-K) or 20(Pre-School) student Optional for 20

61 Free or Reduced Lunch 1 X Code indicating whether a student qualifies for free or As Applicable 51 Eligibility Code reduced school lunch or breakfast. {1, 2, or Blank}

62 Exit Date 8 N Calendar date a student left school. Leave blank if student As Applicable 46 has not exited or graduated. Format: MMDDYYYY

70 Exit Reason Code 2 X Code indicating why a student no longer attends this school As Applicable 47 72 Dropout Reason Code 2 X Required if Exit Reason Code 02 was used or may be used As Applicable 37

if exit codes 11 or 13 are used

74 Calendar Code 3 X A number ranging from 001 - 999 assigned by LEAs defining which school calendar should apply to this Required 27

student for attendance purposes


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Enrollment Batch Record Layout ‐ Continued Record Type Code 040


040 SIS Enrollment Record Layout - Continued Start Name Length Type Desc Requirement Page Ref

77 Language Code 3 X The primary language a student uses to communicate Required 58 (e.g., outside of school, native, first)

80 English Proficiency Code 2 X Code describing whether a student is fully English Proficient Required 38 {01= proficient; 02 = not proficient}

82 LEP Funding Source Code 2 N Code denoting the primary supplemental funding source for Req if Applicable 60 students having an English Proficiency Code = 02 (LEP)

84 Option Code 1 X 1 for students repeating 4th or 8th grade due to LEAP 21 As Applicable 65

failure; 4 for students on the Career Diploma pathway/track; 5 for Non-diploma students; 6 for Connections students; 7 for State-approved Skills Certificate students; 8 for GED Path

85 Pre-GED/Skills Level-Filler 1 X Code indicating number of years in Options Program Blank 66 86 Truancy Flag 1 X Code indicating whether a student has 5 unexcused tardies Required 88

or absences in a semester {Y, N}

87 Homeless Indicator 1 X Code indicator if a student is homeless and where they principally sleep at night. Code values are 1—4. As Applicable 54

88 Home Based Site Code 6 X Home site code required for alternative school students and options 3 program students Req if Applicable 53

94 Unaccompanied Youth Flag 1 X This is a required field if Homeless code is not null {Y, N} Req if Applicable 89

95 Homeless Reason Code 2 X

Code indicating reason for homelessness. Code values are 01-07 or 99. This is a required field if Homeless Code is not null Req if Applicable 55

97 Services Provided Flag 1 X This is a required field if Homeless Code is not null {Y, N} Req if Applicable 79

98

As of 2011/2012 Prior Education Experience to Kindergarten Code 2 X

Code indicating where the student received at least 6 consecutive months of Prekindergarten experiences prior to entering Kindergarten. Code values are 01-07.This is a required field for grade 25 (Kindergarten) Req. if Applicable 68

100 Everybody Graduates! (EG!) Flag-Filler 1 X

Code indicating whether a student is participating in the state-funded EG! program {Y, N} Blank 45

101

Accelerated Student Achievement Pathway (ASAP) Flag-Filler 1 X

Code indicating whether a student is participating in the ASAP {Y, N} Blank 24

102

Jobs for America’s Graduates LA (JAG-LA) Flag-Filler 1 X

Code indicating whether a student is participating in the JAG-LA program {Y, N} Blank 57

103 Awaiting Foster Care Flag 1 X This is a required field if Homeless Indicator Code is not null {Y, N} Req, if Applicable 25

Total Length=104


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Program Record Layout

Record Type Code 050

N – Numeric V – Implied Decimal X – Alphanumeric

Page references are to the Data Element Dictionary in the SIS User's Guide.

050 SIS Program Record Layout Start Name Length Type Desc Requirement Page Ref


10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 63 19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required 85 Temporary ID must be used assigned by district.


36 Site Code 6 N The site the student was attending while enrolled in program Required 75

42 Program Code 6 X Code that uniquely identifies a program or pathway Required 71 48 ProgramStartDate 8 N The calendar date when the student begins program participation Required 72 Format: MMDDYYYY Total Length=56


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Discipline Batch Record Layout Record Type Code 090


090 SIS Discipline Record Layout Start Name Length Type Desc Requirement Page Ref


10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62 19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required 84 temporary ID must be used/assigned by district.


36 Site Code 6 X The site the student was attending when the discipline action Required 74 was administered.

42 Disciplinary Action Date 8 N The calendar date when the disciplinary action begins Required 34 Format: MMDDYYYY

50 Disciplinary Type Code 1 X Code for discipline type administered. {2, 3, 4, 5, 6, 7} Required 32 51 Disciplinary Action Return 8 N Calendar date when a student will be allowed to return to Required 36 Date school after a disciplinary action occurs. Format MMDDYYYY

59 Disc. Action Reason Code 2 X Primary reason disciplinary action was administered Required 35

61 Weapon Type 2 X Weapon Type code required if Disc Reason Code 13 or Disc Reason Code 30 used Req if Applicable 90

Total Length=62


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Class Schedule Record Layout Record Type Code 110


110 SIS Class Schedule Record Layout Start Name Length Type Desc Requirement Page Ref 1 System Indicator 3 X Must always be "SIS" Required 87 4 LEA Code 3 X LEA code assigned by LDE Required 61 7 Record Type Code 3 X Code indicating record type. Must be "110" Required 72 10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62 19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required 84 temporary ID must be used/assigned by district. 28 Session Year 8 N The beginning and ending years of applicable school year Required 80 Format: XXXXYYYY 36 Site Code 6 X The site a class is being offered. Can be from a different Required 74 site than student's primary school - even a different LEA 42 Class Code 20 X Code that uniquely identifies a class from CUR Required 29 Total Length=62


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Address Record Layout




120 SIS Address Record Layout Start Name Length Type Desc Requirement

Page Ref

1 System Indicator 3 X Must always be "SIS"Required, if applicable 87

4 LEA Code 3 X LEA code assigned by LDERequired, if applicable 61

7 Record Type Code 3 X Code indicating record type. Must be "120"Required, if applicable 72

10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62

19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or

Required, if applicable 84

temporary ID must be used assigned by district.

28 Session Year 8 N The beginning and ending years of applicable school yearRequired, if applicable 80

Format: XXXXYYYY

36 Street Address (Physical) 50 X Physical Street Address of Student


86 City (Physical) 25 X Physical City of StudentRequired, if applicable 28

111 Zip Code (Physical) 9 X Physical Zip Code of StudentRequired, if applicable 91

120 State 2 X State Where Student LivesRequired, if applicable 83

122 Residing Parish Code 2 X City/Parish Code of School District in which student or legal guardian lives (01-69)


124 Military Reside Flag 1 X Y/N Flag to indicate if this address is on a Military Base Required

Total Length=125


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504 Record Layout




130 SIS 504 Record Layout Start Name Length Type Desc Requirement Page Ref

1 System Indicator 3 X Must always be "SIS" Required, if applicable 87 4 LEA Code 3 X LEA code assigned by LDE Required, if applicable 61 7 Record Type Code 3 X Code indicating record type. Must be "130" Required, if applicable 72

10 Student's Local ID Number 9 X Code used by local authorities to identify a student Optional 62 19 Student's State ID Number 9 N Code used by state to identify a student. Either a SSN or Required, if applicable 84 temporary ID must be used assigned by district.

28 Session Year 8 N The beginning and ending years of applicable school year Required, if applicable 80 Format: XXXXYYYY

36 IAP Review Date 8 N

The calendar date for when a student’s Individual Accommodation Plan (IAP) was reviewed. Format: MMDDYYYY Required, as applicable 56

44 Last 504 Evaluation Date 8 N Date of last 504 evaluation. Format: MMDDYYYY Required, if applicable 59 52 Section 504 Disability #1 2 X Code of 504 Disability Category {01-25} Required 75 54 Section 504 Disability #2 2 X Code of 504 Disability Category {02-25 or blank} As Applicable 75 56 Section 504 Disability #3 2 X Code of 504 Disability Category {03-25 or blank} As Applicable 75 58 Section 504 Disability #4 2 X Code of 504 Disability Category {04-25 or blank} As Applicable 75 60 Section 504 Disability #5 2 X Code of 504 Disability Category {05-25 or blank} As Applicable 75 62 Section 504 Disability #6 2 X Code of 504 Disability Category {06-25 or blank} As Applicable 75 64 Section 504 Disability #7 2 X Code of 504 Disability Category {07-25 or blank} As Applicable 75 66 Section 504 Services Exit Date 8 N Date student exited all 504 services. Format: MMDDYYYY As Applicable 77 74 Section 504 Exit Reason Code 2 X Code indicating why a student no longer receives 504 services As Applicable 78 Total Length=76


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ELEMENT NAME: Absences LENGTH: 4 FORMAT: Implied Decimal; (999v9) BATCH RECORD LAYOUT(S) and POSITION(S): Enrollment/Exit, 55 Last Revised: 05/05/2009 Implementation Date: 05/24/1993 DEFINITION: The total number of times a student did not attend school – according to the currently approved state definition of attendance – during the present school year. A total number of absences should be provided for the student during each enrollment. For each enrollment record, provide the number of absences that occurred during that particular enrollment. Examples: If a student is absent a total of six and a half days, this field should contain 0065 for that enrollment. If the student is then enrolled at a new site, or reenters school at the same site, record the number of absences from this second enrollment: (e.g., if student is absent for ten days during this new enrollment, this field should contain 0100 on the second enrollment record.) If a student has never been absent, this field should contain 0000. Notes:

• Absences are reported in half‐day increments. • Days not under supervision of school personnel (school sponsored field trips are not absences) • Includes excused and unexcused • This field will be required on all enrollment records. • This field is numeric; only accepts 0 – 9. • For entry = exit records, this field must be filled with zeros. • Students attending between 25‐50% of the day get half a day of absence/attendance. Students

attending more than 50% of the day who do not have any days absent reported get credit for a full day of attendance. Students attending less than 25% of a school day would have a whole day of absences reported and get no credit for attending that day.

RS 17:221 — School attendance; compulsory ages; duty of parents; excessive absences; consent to withdraw A.(1) Every parent…residing within the state of Louisiana, having control or charge of any child from that child's seventh birthday until his eighteenth birthday, shall send such child to a public or private day school, unless the child graduates from high school prior to his eighteenth birthday. Any child below the age of seven who legally enrolls in school shall also be subject to the provisions of this Subpart


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ELEMENT NAME: Accelerated Student Achievement Pathway (ASAP) Flag Beginning 2010‐2013 this Flag is replaced by a 050 Program Record sent in with each enrollment for an ASAP student. LENGTH: 1 FORMAT: Alphanumeric Blank Beginning 2012‐2013, becomes a filler byte. BATCH RECORD LAYOUT(S) and POSITION(S): Enrollment/Exit, 101 Last Revised: 04/01/2011 Implementation Date: 08/01/2011 DEFINITION:

This is a required Y/N flag supplied by the LEA defining whether a student is a participant in the ASAP for a given enrollment.

Notes:

• Grade 9 – 12 is required when assigning the ASAP Flag of ‘Y’ to a student. • ASAP serves over age (15‐16 years of age by October 1st) high school students, particularly 9th graders

that have been retained for one or more years


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ELEMENT NAME: Awaiting Foster Care Placement Flag LENGTH: 1 FORMAT: Alphanumeric. BATCH RECORD LAYOUT(S) and POSITION(S): Enrollment/Exit, 103 Last Revised: 06/20/2012 Implementation Date: 07/01/2012 DEFINITION: This is a required Y/N flag supplied by the LEA indicating whether a Homeless student is awaiting placement in foster care. Required if the Homeless Indicator field has a code of 1‐4.


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ELEMENT NAME: Birth Date LENGTH: 8 FORMAT: Numeric; (MMDDYYYY) BATCH RECORD LAYOUT(S) and POSITION(S): Demographic, 90 Last Revised: 05/05/2009 Implementation Date: 07/01/1992 DEFINITION: Calendar date of birth as designated on the student's legal birth registration. Notes:

• Required


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ELEMENT NAME: Calendar Code LENGTH: 3 FORMAT: Numeric BATCH RECORD LAYOUT(S) and POSITION(S): Enrollment/Exit, 74 Last Revised: 05/05/2009 Implementation Date: 08/15/1996 DEFINITION: A unique number (001‐999) assigned by a school district to each school calendar submitted by the district for that reporting period (i.e., MFP or End‐of‐Year). Notes:

• Required • Before submitting SIS during the MFP, LEADS, and EOY collection periods, you must first submit a valid

calendar.


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ELEMENT NAME: City (Physical) LENGTH: 25 FORMAT: Alphanumeric BATCH RECORD LAYOUT(S) and POSITION(S): Address, 86 Last Revised: 04/01/2010 Implementation Date: 04/01/2010 DEFINITION: The city in which the student’s physical street address is located Notes:

• Only the first letter of each word in the name of the city should be capitalized.


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ELEMENT NAME: Class Code LENGTH: 20 FORMAT: Alphanumeric BATCH RECORD LAYOUT(S) and POSITION(S): Class Schedule, 42 Last R

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