KINDERGARTEN READINESS ASSESSMENT –LITERACY (KRA-L) (CSV.CCYY?_STU_MISSING_KRAL)

REPORT EXPLANATION

Education Management Information System (EMIS)

• I Department Oh10 01 Education

Revision Date February 16, 2012

Prepared by Office of Information Policy and Management

Revised February 16, 2012 CSV.CCYY?_STU_MISSING_KRAL

Table of Contents

REVISION HISTORY ...... 3 REPORT OVERVIEW ...... 4 GENERAL DESCRIPTION AND SIGNIFICANCE ...... 4 TIPS FOR READING THIS DOCUMENT ...... 4 REPORT NAME AND TIMING ...... 4 ODE PROCESSING ...... 5 PROCESS DESCRIPTION ...... 5 DATA SOURCE ...... 5 Submitted Data Used in Report ...... 5 Derived Data Used in Report ...... 6 Report Selection Criteria: Potential Students ...... 6 Report Selection Criteria: District Type ...... 6 Logic ...... 6 REPORT SAMPLE ...... 7 CSV FILE FORMAT, GENERAL INFORMATION ...... 7 REPORT LAYOUT/SAMPLE ...... 7 ERROR DETECTION AND CORRECTION ...... 8 INDEX ...... 9 CSV.CCYY?_STU_MISSING_KRAL

Revision History The revisions to this document listed in the table below.

Revision Date Owner/Source Description of Change November 2, 2006 Derived from “Original KRA-L CSV Requirements”, data file and program November 13, 2006 Clarified file layout

August 23, 2007 IPM Modified for 08K November 24, 2008 IPM FY09 Updates December 8, 2009 IPM FY10 Updates – added text to Error Detection section Add more elements from Student Standing September 22, 2010 IPM Updated name of GI090 February 16, 2012 BKM Updated for FY12. No substantive changes.

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Report Overview

General Description and Significance This exception report provides a listing of kindergarten students who should have a Kindergarten Readiness Assessment – Literacy (KRA-L) record but it has not yet been reported by a district.

These students meet the profile described under selection criteria found later in this document.

Tips for Reading This Document • EMIS data elements are written in SMALL CAPITAL LETTERS. • Report field names are written in BOLD SMALL CAPITAL LETTERS. • Options (values) for each data element are indicated in ITALICIZED CAPITAL LETTERS and are enclosed in quotation marks. • Record names are displayed in italicized bold letters. • File names are displayed in CAPITALIZED BOLD LETTERS. • CCYYP denotes the century and year and processing period.

Report Name and Timing The file name for the report is: ITC_IRN_COORD_CCYYMMDD.CSV_CCYYK_STU_MISSING_KRAL; its components are described below. This report is produced during the October (K) reporting period.

~ D-is_t_ri_ct_lR_N__ ~I "' / I...._ o_a_t_e_G_e_ne_r_a_te_d_a_t_o_o_E_(Y_ ea_r_lM_ o_n_t_hl_D_a_te_) ___,

ITC I RN COORD CCYYMMDD . TYP_CCYY?_????????...... _ I Report Topic ....-ln_f_o-rm_a_t-io_n____ _,I / ~ I Area Coordinator I ~ 1,--F-is_c_a_lY_e_a_r--,1, '------' Technology Center 1

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ODE Processing Process Description These data come from the Student Demographic, Student Standing, Student Attribute – Effective Date, Student Attributes – No Date, KRA-L, OEDS, and Audit files. The individual student records pass through the aggregation process without changes to the data.

The CSV files are copied to School Districts/ITC’s after each EMIS Processing with other weekly reports and files.

Data Source

Submitted Data Used in Report Record Special Notes Element Name Field # File Name DISTRICT IRN BUILDING IRN FS160 Student Standing Record SSID FS110 Student Standing Record DISTRICT RELATIONSHIP FS140 Student Standing Record HOW RECEIVED FS180 Student Standing Record SENT REASON 1 FS200 Student Standing Record SENT REASON 2 FS230 Student Standing Record ADMISSION DATE FS070 Student Standing Record EFFECTIVE END DATE FS090 Student Standing Record STUDENT PERCENT OF TIME FS120 Student Standing Record FS220 & Student Standing Record SENT TO PERCENT OF TIME FS250 Derived from elements on Student STUDENT STATUS Standing Record ATTENDING/HOME DISTRICT IRN GENDER GI080 Student Demographic Record SUMMATIVE RACIAL/ETHNIC GROUP GI090 Student Demographic Record Student Attribute – Effective Date EQUIVALENT GRADE LEVEL FD090 Record Student Attribute – Effective Date DISABILITY CONDITION FD130 Record LIMITED ENGLISH PROFICIENCY (LEP) Student Attribute – Effective Date STATUS) FD170 Record DATE OF BIRTH GI070 Student Demographic Record Student Attributes-No Date RETAINED STATUS FN070 Record REPORTING PERIOD XX30 KRA-L ITC OEDS Area Coordinator OEDS STUDENT-SUBMIT-DATE Audit file

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Derived Data Used in Report Element Name Record File Name Field Value Conversion factors Field # ATTENDING/HOME ADM_INFO Derived from Student Status STATUS and A/H IRN Indicator STUDENT AGE ADM_INFO Calculated from DOB

Report Selection Criteria: Potential Students Below is the selection criteria for the potential students found on this report:

FISCAL YEAR is the current school year and reporting period is K.

The grade level used is the STATE EQUIVALENT GRADE LEVEL OF “KG”.

The student must be enrolled during the district’s count week.

The student PERCENT OF TIME or the Sent To Percent of Time must be greater than zero OR when equal to zero, A/H HOME STATUS must be “26”.

The student is not in the Autism Scholarship Program, i.e., the student attending/home status is “1Z”.

The ADMISSION DATE must be before October 2 of the current year AND

The student must be enrolled or have a WITHDRAWAL DATE that is on or after the first day of the districts count week, or a WITHDRAWAL DATE that is after October 1 of the current FY.

The student is not retained as reported in the RETAINED STATUS ELEMENT.

Report Selection Criteria: District Type District type is a city, local, exempted village, or community school.

Logic Once a student is found that meets the above criteria, the program reads the KRA-L file, linking by district IRN and student SSID. Students are only listed on the report if and only if no matching KRA-L records are found.

The data are ordered by district and building IRN.

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Report Sample CSV File Format, General Information

In basic terms, the CSV file will contain the data element values separated by a comma to denote the end of one data element value and the start of a new one. For example, if you were to take the district IRN, its name, and county and convert it into a CSV file it would look like this: 012345, My District, Franklin

When imported into Excel, this string of comma separated values would be split into corresponding columns:

District IRN District Name County Name 012345 My District Franklin

TIP: When importing data from a CSV file containing a numerical value that starts with a zero, like an IRN, it is important to import that type of data element as text and not a number in Excel. If imported as a numerical value, the first zero will be removed.

Report Layout/Sample

DIST- IRN, BLDG-IRN, SSID, A/H -STATUS, STUDENT-STATUS, EQUIV-GRADE, RACE, GENDER, DIS- COND, ADMISN-DATE, WTHD-DATE, DOB, STUDENT -SUBMIT-DATE

123456,987654,AA1111111,10,0,KG,W,M,**,20060901,20060809,20061202,2006060

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Error Detection and Correction

As this file is providing the district with a report that reflects at least one missing KRA-L testing record, if there are any discrepancies between the file and the district’s information, check the specific admission fields for accuracy. The district should also verify all fields on the KRA-L ASSESSMENT record for accuracy and completeness.

In addition to all of the elements listed under the ‘Submitted Data Used in Report’ section of this document, the district should also pay close attention to the student information submitted; i.e., the admission date, effective end date (when a withdraw reason is present); the grade level, retained status, LEP status and disability condition elements; verifying that they have been reported correctly.

The district should verify that all kindergarten students have had this assessment administered no earlier than four weeks prior to the first day of school and not later than the first day of October. The kindergarten student must have at least one day of enrollment during the district’s October Count Week or the official State Count Week. If the district has not reported such a record, then the district should report a record for these students.

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INDEX

C G Correction ...... 8 Gender ...... 5 D K Data Source ...... 5 Kindergarten Readiness Assessment - Literacy . 3 District IRN ...... 7 R E Report Sample ...... 7 Error Detection ...... 8 Revision Date ...... 1, 3 F S FTE ...... 5 Significance ...... 4

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