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Utrex Specifications

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Utrex Specifications UTREx Data Clearinghouse File Specification 2021-22 ADA Compliant: August 5, 2021 Table of Contents Introduction ............................................................................................................................................................................ 3 Recent Revisions: ..................................................................................................................................................................... 3 District Record (DI) .................................................................................................................................................................. 5 School Record (SC) .................................................................................................................................................................. 8 Student Record (S1) ............................................................................................................................................................... 16 SCRAM Record (S2) ............................................................................................................................................................... 95 Youth in Care (YIC) Record (S3) ........................................................................................................................................... 110 Section 504 Record (S4) ...................................................................................................................................................... 122 Course Master Record (AC) ................................................................................................................................................. 132 Course Membership Record (AM) ....................................................................................................................................... 150 Incident Record (I1) ............................................................................................................................................................. 161 Incident Association Record (I2) .......................................................................................................................................... 164 Student Transcript Record (ST) ............................................................................................................................................ 184 Transcript Assessments (TA) ................................................................................................................................................ 199 Transcript Courses (TC) ....................................................................................................................................................... 203 Transcript Grades (TG) ........................................................................................................................................................ 210 Level 2 Exceptions ............................................................................................................................................................... 214 Language Codes: ................................................................................................................................................................. 216 Revisions History: ................................................................................................................................................................ 223 2 Introduction Intended Audience: This document is intended for users of the Data Collector at Local Educational Agencies (LEAs), as well as the developers of their Student Information Systems (SIS). See the full revisions history at the end of the document. Recent Revisions: • July 2021 o Added information about the new Enrollment Validation Type field, including SIF mapping, field description and notes, and validations (S1.403 and S1.009). o Added a note and table with valid core code & teacher 1 ID combinations that are limited by the AC.825 validation. o Added notes clarifying when it is appropriate to use the SCRAM Exit Reasons A and X. o Added a note 3 for birth date, and information on a forthcoming new level 1 fatal validation error that will trigger if birth date does not match in SIS and SSID. • June 2021 o Added clarification about exit codes for seniors who are part time homeschool or part time private school students. o Updated the instructions for using the Part Time S code. o Added new defined gender values: N, P, and T. • May 2021 o G3 code to be deprecated in SY2022. With the exception of the Permanent Exit validation, all references to G3 edited to be stricken from the document (edited with strike through font – stricken references will actually be deleted in a future version of the Specifications). • April 2021 o Expanded notes on birth certificates. • March 2021 o Added information on three new absence fields (excused absences, unexcused absences, and absences due to suspension) and related SIF mapping and validations S1.401, S1.402, SC.209w, SC.210w, and SC.211w o Updated some information on the validations for Days Attended. o Added notes on birth certificates. • October 2020 o Added information on a new level 1 fatal validation error: S1.305 o Updated the validation level for S1.318, which has been changed to a warning o Updated the validation level for AM.917, which has been changed to a warning 3 4 District Record (DI) Record Type “DI=” (Required) Must be the first record in each UTREx update batch. This record identifies the SCHOOL YEAR and LEA of the batch. It is also used to indicate which reports may be run against the data contained in the batch and the date of the data extract from the SIS system. ALL data elements are required for ALL UPDATES Extended SIF Field SIF Xpath Mapping Valid Values Description Element Object RECORD DI= District Record ID ID LEA LEAInfo/StateProvinceId 0 LEAInfo Alpha This can ONLY NUMBER be a State- assigned and approved LEA number YEAR IDENTIFIER YR= SCHOOL YEAR Numeric, 4.0; century and year Numeric (YYYY) Century & Year MONTH OK= Field no longer IDENTIFIER used WHICH MONTH JAN, FEB, MAR, APR, MAY, JUN, Field no longer JUL, AUG, SEP, OCT, NOV, DEC used SISASOFDATE Numeric 23.0 Date time: Date time data YYYY-MM-DD HH:MM:SS.SSS, as extracted e.g. '2010-10-21 00:00:00.000' from SIS 5 District Record (DI): Errors Error Error Description / Record Field Rule Level Error Message Notes ID Identifying Fields DI District Identifying Fields LEA Number, School Record Year, SIS As Of Date time DI LEA Number Must be present 001 Err Exact length = 2 006 Err No blanks, all chars in (A- 021 Err Z), (0-9) Must be a valid LEA in DI.101 Err Must be valid The value No record in CACTUS LEA in CACTUS - (ColumnData) for LEA REF_SCHOOL LEA Number on Number is invalid _LEA where District Record because it is not LEA_NUMBE found in CACTUS. No R = LEA data will be uploaded; Number and cancel and check LEA ACTIVE_FLAG Number before = 'Y' restarting collection. DI SchoolYear Must be present 001 Err Exact length = 4 006 Err Must be current school 031 Err Use manifest year SchoolYear property DI SIS As Of Must be present 001 Err Date time Must be valid date 003 Err Cannot be future date 030 Err 6 Error Error Description / Record Field Rule Level Error Message Notes ID Identifying Fields Should be in current 032w Warn Use manifest school year SchoolYearSt art and End properties DI Multi-record District submission must DI.102 Err ZERO S1 records The count of ‘S1’ Count of S1 include student records in data records with this LEA records with collection number is 0. All data this LEA sets to be loaded into Number must UTREx MUST contain be > 0 student level data. No data will be uploaded; cancel and restart collection after ensuring that student data with this LEA number is available. DI Multi-record Must be only one DI DI.103 Err Multiple LEA The District Record is SIF manifest record in dataset numbers - invalid because more should group District Record than one LEA Number multiple DI was submitted. No records by data will be uploaded; LEA Number cancel and restart and School collection with only Year, use max one LEA Number. SIS AS Of Date time 7 School Record (SC) Record Type “SC=” (Required) This record identifies a new SCHOOL within an update batch. All student records that follow this “SC” record will be identified as belonging to this school. The first record following the “DI” record in an update batch must be an “SC” record, and an additional “SC” record must be present to indicate each new School within a batch. Extended SIF Valid Field SIF Xpath Mapping Description Element Object Value RECORD ID SC= The first three characters of the school record must always contain the record identifier “SC=”. SCHOOL SchoolInfo/StateProvinceId 0 SchoolIn Numeric, Numeric School NUMBER fo 3.0 - Number Output as string DAYS IN CalendarSummary/DaysInSession 0 Calenda Numeric, Number of days SCHOOL rSumma 3.0; school is in YEAR ry Value > 0 session LAST DAY CalendarSummary/LastInstructionDate 0 Calenda Numeric Last day school is OF SCHOOL rSumma 4.0; in session ry MMDD, (MMDD) MM can only be 05, 06, or 07 - Output as string SCHEDULE SchoolInfo/SessionType 0 SchoolIn S, T, Y, O YEAR schedule YEAR TYPE fo type for the school 8 Extended SIF Valid Field SIF Xpath Mapping Description Element Object Value SCHEDULE SchoolInfo/SIF_ExtendedElements/SIF_ExtendedElem 1 SchoolIn E, S, X, F, DAY schedule DAY TYPE ent[@Name='UTExtensions']/ fo B, M, O type
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