Docstoc

MSC - Virginia Department of Education

Document Sample
MSC - Virginia Department of Education Powered By Docstoc
					                                                                                                           Master Schedule Collection - Version as of August 9, 2011

                                Description                                                                  Format        Max Length         Codes                                                                 Edits                                                             FALL   EOY
A Record - Header
                                                                                                                                                                                                                    Must be A
                                                                                                                                                                                                                    Must be alpha
Record Type                     Constant A                                                                         A               1          A                                                                     Must be one character                                              Y      Y
                                                                                                                                                                                                                    Must be MSC_IPAL
                                                                                                                                                                                                                    Must be alpha
Data Collection Name                                                                                               A               8          MSC_IPAL                                                              Must be 8 characters                                               Y      Y
                                                                                                                                              1 = Fall
                                                                                                                                              2 = Beginning of Second Semester                                      Must be a 1 or 3
                                                                                                                                              3 = as of the End-of-Year                                             Must be numeric
File Submission Type            Code to describe the submission                                                    N               1          4 = Summer                                                            Must be one character                                              Y      Y
                                                                                                                                                                                                                    Must be 2010
                                                                                                                                                                                                                    Must be numeric
Beginning School Year           Four-digit year for beginning of school                                            N               4          Use 2010 for the 2010-2011 school year                                Must be four characters                                            Y      Y



                                                                                                                                                                                                                    Is a valid Edagency_num
                                                                                                                                                                                                                    Must be alphanumeric
Division Number                 Leading zero(s) must be included, i.e. 005                                       A/N               3                                                                                Must be three characters                                           Y      Y
                                                                                                                                              AB (Fall Only)
                                                                                                                                              ABG (Fall Only)
                                                                                                                                              AC
                                                                                                                                              ADE
                                                                                                                                              AF
                                                                                                                                              AG (Fall Only)                                                        Must be a valid Section Type code
                                                                                                                                              AH                                                                    Must be alpha
                                                                                                                                              ACDEF                                                                 Must be less than seven characters
Section Type                    Code to describe the data included in the submission                               A               6          ABCDEFG                                                               B and G Records can not be submitted for EOY                       Y      Y

                                Description                                                                                                   Codes                                                                  Edits                                                            FALL   EOY
B Records - IPAL                one record needed for each Provider Id with a VA Teacher/Administrator License OR for each Provider Id with a Provider Description of 4 (unlicensed teacher/pupil personnel service provider/administrator) from the E Records
                                                                                                                                                                                                                     Must be B
                                                                                                                                                                                                                     Must be alpha
Record Type                     Constant B                                                                       A                1           B                                                                      Must be one character                                             Y




                                                                                                                                                                                                                    Must be unique within the reporting division
                                                                                                                                                                                                                    Cannot contain tabs, spaces, commas or single or double
                                Locally defined identification number must be unique within the division                                                                                                            quotation marks
                                (i.e. employee id, teacher id, tax id)                                                                                                                                              Must be alphanumeric
Local Provider Id               Do not use SSN for this ID                                                       A/N               20                                                                               Must be twenty characters or less                                  Y

                                                                                                                                                                                                                    Blank or valid license prefix
                                                                                                                                                                                                                    Not required if a license does not exist for the Local Provider
Teacher/Administrator License                                                                                                                                                                                       Must be alpha
Prefix                          Includes the characters preceding the dash on the teacher's license                A               4          characters                                                            Must be less than five characters                                  Y

                                                                                                                                                                                                                    Blank or valid license number
                                                                                                                                                                                                                    Not required if a license does not exist for the Local Provider
Teacher/Administrator License                                                                                                                                                                                       Must be alphanumeric
Number                          Includes the numbers after the dash on the teacher's license                     A/N               11         numeric                                                               Must be less than twelve characters                                Y
                                                                                                                                                                                                                    Blank or valid social security number
                                                                                                                                                                                                                    Required when the license number is null
                                                                                                                                                                                                                    Must be alphanumeric
Social Security Number          Only required if the individual does not have license information                A/N               9                                                                                Must be nine characters                                            Y
                                                                                                                                                                                                                    Can not be blank
                                                                                                                                                                                                                    Must be alpha
First Name                                                                                                         A               30                                                                               Must be thirty characters or less                                  Y
                                                                                                                                                                                                                    May be blank if not applicable
                                                                                                                                                                                                                    Must be alpha
Middle Name                                                                                                        A               30                                                                               Must be thirty characters or less                                  Y
                                                                                                                                                                                                                    Can not be blank
                                                                                                                                                                                                                    Must be alpha
Last Name                                                                                                          A               30                                                                               Must be thirty characters or less                                  Y
                                                                                                                                                                                                                   Birthdate must be at least 17 years before current date
                                                                                                                                                                                                                   Can not be blank
                                                                                                                                                                                                                   Must be alphanumeric
Date of Birth                                                                                                    A/N        mm/dd/yyyy      mm/dd/yyyy                                                             Must be ten characters                                     Y
                                                                                                                                            Y, N,                                                                  Can be blank or Y or N
                                                                                                                                            blank (not all HR systems use the 2007 race/ethnicity standards that   Must be alpha
Ethnic Flag                    Hispanic? (yes or no)                                                             A                1         Virginia implemented in 2010)                                          Must be one character                                      Y

                                                                                                                                            valid code 0-33
                                                                                                                                            4 (only valid if Ethnic Flag is blank)                                 Can be blank or valid race code
                                                                                                                                            0 (only valid if Ethnic Flag is blank)                                 Must be alphanumeric
Race Code                                                                                                        A/N              2         99 (only valid if Ethnic Flag is blank)                                Must be two characters                                     Y
                                                                                                                                                                                                                   Must have a valid gender code
                                                                                                                                                                                                                   Must be alpha
Gender                                                                                                           A                1         F, M                                                                   Must be one character                                      Y




                                                                                                                                                                                                                   Must be greater than 0
                                                                                                                                                                                                                   Fatal error if greater than 2
                                                                                                                                                                                                                   Warning if between 1 and 2
                                                                                                                                            use x.xx reporting format                                              Must be alphanumeric
FTE                            Full Time Equivalent                                                              A/N              4         decimal is not implied                                                 Must be four characters                                    Y
                                                                                                                                                                                                                   Must be Y or N
                                                                                                                                                                                                                   Must be alpha
Title I Funded Position        Does this individual have a position that is funded by Title I?                   A                1         Y, N                                                                   Must be one character                                      Y
                                                                                                                                                                                                                   Must be Y or N
High-Quality Professional                                                                                                                                                                                          Must be alpha
Development                    Has this teacher received high-quality professional development?                  A                1         Y, N                                                                   Must be one character                                      Y



                                                                                                                                                                                                                   Must be a whole number
                                                                                                                                                                                                                   Must be numeric
Division Teaching Experience   Number of Years Experience teaching within the Division                           N                2         numeric, round to nearest whole number                                 Must be less than three characters                         Y



                               Number of years experience teaching within the Commonwealth of Virginia                                                                                                             Must be a whole number
                                                                                                                                                                                                                   Must be numeric
Virginia Teaching Experience   include public and private school experience                                      N                2         numeric, round to nearest whole number                                 Must be less than three characters                         Y



                               Number of years teaching experience within education                                                                                                                                Must be a whole number
                                                                                                                                                                                                                   Must be numeric
Years Teaching Experience      include public, private and out-of-state experiences                              N                2         numeric, round to nearest whole number                                 Must be less than three characters                         Y

                               Description                                                                                                    Codes                                                                Edits                                                     FALL   EOY
C Records - Courses            one record for each section taught within the LEA. (Include summer school, fall, spring and year long courses)
                                                                                                                                                                                                                   Must be C
                                                                                                                                                                                                                   Must be alpha
Record Type                    Constant C                                                                        A                1         C                                                                      Must be one character                                      Y      Y

                                                                                                                                                                                                                   Required
                                                                                                                                                                                                                   No leading zeros
                                                                                                                                                                                                                   Cannot contain tabs, spaces, commas or single or double
                                                                                                                                                                                                                   quotation marks
                               A locally defined number that identifies a particular section.                                                                                                                      Must be alphanumeric
                               When coupled with the division and school, Section ID creates a unique                                                                                                              Must be less than thirty one characters
Section Id                     identifier for the section.                                                       A/N             30         Must be unique within a school                                         Must be unique within the Serving School                   Y      Y


                               Three-digit state-assigned Division number that identifies the division, center                                                                                                     Must be a valid educational agency
                               or agency that provided the course (or the resourse to the course) to the                                                                                                           Must be alphanumeric
Serving Division               students                                                                          A/N              3                                                                                Must be three characters                                   Y      Y
                                 Four-digit state-assigned School number that identifies the school, center,                                                                           Must be a valid institution within the serving division
                                 program, or placement that provided the course (or the resourse to the                                                                                Must be alphanumeric
Serving School                   course) to the students                                                                A/N   4                                                        Must be four characters                                       Y      Y
                                                                                                                                   sample of subject areas:
                                                                                                                                   01=English Language & Literature (secondary)
                                                                                                                                   03=Life & Physical Science (secondary)
                                                                                                                                   08=Physical, Health, and Safety Ed (secondary)
                                                                                                                                   51=English Language & Literature (non-secondary)
                                                                                                                                   53=Life & Physical Science (non-secondary)          Must be a valid SCED Subject Area code
                                 NCES-assigned number that represents the general context category of the                          55=Fine and Performing Arts (non-secondary)         Must be numeric
SCED Subject Area                section                                                                                A/N   2    73=NonScheduled Elementary (non-secondary)          Must be two characters                                        Y      Y
                                                                                                                                                                                       Required if VA Course Code is blank
                                                                                                                                                                                       Can be blank or a valid SCED Course Identifier
                                                                                                                                   sample of SCED Course Identifiers:                  Must be numeric
                                                                                                                                   (51) 009 = Language Arts Laboratory                 Must be three characters
                                                                                                                                   (56) 401 = IB Language B (Chinese), Middle Yr Prg   Warning if SCED Code is 73039 and Serving Division is less
                                 NCES-assigned number that represents general courses within the Subject                           (73) 032 = Self-Contained, Grade 2                  than 219
SCED Course Identifier           Area                                                                                   A/N   3    (01) 001 = English/Lang Arts, Grade 9                                                                             Y      Y
                                                                                                                                                                                       Can be blank or a valid SCED Course Level Required if VA
                                                                                                                                   B = Basic or remedial                               Course Code is blank
                                                                                                                                   G = General or regular                              Use "X" for IB or AP courses
                                                                                                                                   E = Enriched or advanced                            Must be alpha
                                                                                                                                   H = Honors                                          Must be one character
SCED Course Level                A code to convey the level of rigor of the course.                                     A     1    X = no specified level of rigor                                                                                   Y      Y
                                                                                                                                   samples for secondary:
                                                                                                                                   1.00 (successful completion earns 1 credit)
                                                                                                                                   0.50 (successful completion earns half a credit)
                                 For secodary courses (SCED Subject Areas 1-22), Available Credit identifies
                                 the amount of Carnegie unit credit available                                                      samples for non-secondary:                          x.xx format required for secondary SCED Subject Areas
                                                                                                                                   KG02 (appropriate for grades K through 2)           Required if VA Course Code is blank
SCED Available Credit or Grade   For non-secondary course (SCED Subject Areas 51-73), Grade Span indicates                         0305 (appropriate for grades 3 through 5)           Must be alphanumeric
Span                             the grade level for which the course is appropriate.                                   A/N   4    0101 (only appropriate for first graders)           Must be four characters                                       Y      Y
                                                                                                                                                                                       Required if VA Course Code is blank
                                                                                                                                   sample of SCED Sequence:                            Must be a valid SCED Sequence
                                                                                                                                   part 'n' of 'm' parts                               Must be alphanumeric
                                 Code to describe the manner in which school systems may "break up"                                1 1 (part 1 of 1)                                   Must be three characters
SCED Sequence                    increasingly difficult or more complex information.                                    A/N   3    1 2 (part 1 of 2)                                                                                                 Y      Y
filler                           filler field
filler                           filler field



                                                                                                                                   sample of VA State Course Codes:
                                                                                                                                   3111 = 7th grade Math                               Required if SCED Course Identifer is blank
                                                                                                                                   3177 = AP Calculus                                  Can be blank or a valid VA Course Code
                                 4-digit valid course code from list of assignment codes (include 2 character                      DE1600 = Dual Enrollment English I                  Must be alphanumeric
VA State Course Code             prefix of IB or DE)                                                                    A/N   6                                                        Must be six characters or less                                Y      Y
                                                                                                                                                                                       Can be blank
                                                                                                                                                                                       Must be alphanumeric
Local Course Code                Locally defined                                                                        A/N   20                                                       Must be less than twenty one characters                       Y      Y
                                                                                                                                                                                       Can be blank
                                                                                                                                                                                       Must be alphanumeric
Local Course Title               Locally defined                                                                        A/N   50                                                       Must be less than fifty one characters                        Y      Y

                                 Description                                                                                       Codes                                               Edits                                                        FALL   EOY
D Records - Teachers             one record for each teacher that is connected to each section (include all teachers)
                                                                                                                                                                                       Must be D
                                                                                                                                                                                       Must be alpha
Record Type                      Constant D                                                                              A    1    D                                                   Must be one character                                         Y      Y
                                                                                                                                                                                                                          Required
                                                                                                                                                                                                                          Must match a Section ID provided in C Record
                                                                                                                                                                                                                          No leading zeros
                                                                                                                                                                                                                          Cannot contain tabs, spaces, commas or single or double quotation
                                                                                                                                                                                                                          marks
                                       A locally defined number that identifies a particular section of a course.                                                                                                         Must be alphanumeric
                                       When coupled with the division and school, Section ID creates a unique identifier for                                                                                              Must be less than thirty one characters
Section Id                             the section.                                                                              A/N   30                                                                                 Must be unique within the Serving School                                Y   Y



                                                                                                                                                                                                                          Must match a Serving Division provided in the C Record
                                                                                                                                                                                                                          Must be a valid educational agency
                                       Three-digit state-assigned Division number that identifies the division, center or                                                                                                 Must be alphanumeric
Serving Division                       agency that provided the course to the students.                                          A/N   3                                                                                  Must be three characters                                                Y   Y




                                                                                                                                                                                                                          Must match a Serving School provided in the C Record
                                                                                                                                                                                                                          Must be a valid institution within the serving division
                                       Four-digit state-assigned School number that identifies the school, center, program, or                                                                                            Must be alphanumeric
Serving School                         placement that provided the course to the students.                                       A/N   4                                                                                  Must be four characters                                                 Y   Y

                                                                                                                                                                                                                          Blank or valid license prefix
                                       Includes the characters preceding the dash on the teacher's license                                                                                                                Not required if a license does not exist for the Local Provider
                                                                                                                                                                                                                          Must be alpha
Teacher/Administrator License Prefix   Section E is required if a teacher or teaching entity does not have a valid VA License    A     4    characters                                                                    Must be less than five characters                                       Y   Y




                                                                                                                                                                                                                          Blank or valid license number
                                       Includes the numbers after the dash on the teacher's license                                                                                                                       Not required if a license does not exist for the Local Provider
Teacher/Administrator License                                                                                                                                                                                             Must be alphanumeric
Number                                 Section E is required if a teacher or teaching entity does not have a valid VA License    A/N   11   numeric                                                                       Must be less than twelve characters                                     Y   Y




                                                                                                                                                                                                                          Must be unique within the reporting division
                                                                                                                                                                                                                          Cannot contain tabs, spaces, commas or single or double quotation
                                       Locally defined identification number must be unique within the division                                                                                                           marks
                                       (i.e. employee id, teacher id, tax id)                                                                                                                                             Must be alphanumeric
Local Provider Id                      Do not use SSN for this Id                                                                A/N   20                                                                                 Must be twenty characters or less                                       Y   Y




                                                                                                                                            1 = Teacher of Record (responsible for content and assignment of grades)
                                                                                                                                            2 = Other Teacher Whole Class Most of the Time (majority of the time
                                                                                                                                            teaching all students in the class. i.e., team- teaching arrangement or
                                                                                                                                            "collaborative/inclusion")
                                                                                                                                            3 = Other Teacher Whole Class Some of the Time (limited time teaching all
                                                                                                                                            students in the class. i.e., gifted specialist teaches periodically)
                                                                                                                                            4 = Other Teacher Few Students (teaches, reinforces instruction, and/or
                                                                                                                                            provides intervention to a few students. May assist/teach in the general
                                                                                                                                            education class or may pull students out of the general education class for
                                                                                                                                            intervention. i.e., English language learners, students with disabilities,
                                                                                                                                            gifted/talented, etc.)
                                                                                                                                            5 = Long Term Substitute
                                                                                                                                            6 = Contracted Private Provider                                               Must be a valid teacher role code
                                                                                                                                            7 = Pupil Personnel Service Provider                                          Must be numeric
                                                                                                                                            8 = Administrator                                                             Must one character
                                                                                                                                            9= Regular Substitute                                                         If there is more than one teacher with a Role Code of 1, 2 or 3 for a
                                                                                                                                                                                                                          section, all must have the same students in the F Record
                                                                                                                                            This list may be updated.                                                     If Teacher Role Code=1, 4, 6, or 9, F Records must be present
Teacher Role Code                      A code to describe the teachers role in this section.                                     N     1                                                                                  If Teacher Role Code=7 or 8, F Records should not be present            Y   Y
                                                                                                                                           7800 = Early Childhood Special Education (Ages 3-5)
                                                                                                                                           7805 = Autism
                                                                                                                                           7810 = Multiple Disabilities
                                                                                                                                           7815 = Other Health Impairment
                                                                                                                                           7822 = Intellectual Disability
                                                                                                                                           7848 = Hearing Impairment
                                                                                                                                           7850 = Visual Impairment
                                                                                                                                           7855 = Deaf/Blind
                                                                                                                                           7857 = Emotional Disturbance & Intellectual Disability
                                                                                                                                           7860 = Specific Learning Disability & Intellectual Disability
                                                                                                                                           7863 = Emotional Disturbance
                                                                                                                                           7865 = Specific Learning Disabilities
                                                                                                                                           7868 = Specific Learning Disability & Emotional Disturbance
                                                                                                                                           7871 = Learning Disability, Emotional Disturbance & Intellectual Disability
                                                                                                                                           7873 = Orthopedic Impairment
                              formerly Assignment Codes                                                                                    7874 = Traumatic Brain Injury                                                 Blank or valid Defined Class Type code
                              Only codes that define the audience or receipent of the instruction can be used here                         7875 = Speech/Language Impairment                                             Must be numeric
                              Who is receiving instruction/services not what is being taught                                               7880 = Severe Disabilities                                                    Must be four characters
                              Necessary element to determine if the teacher in the section is "Highly Qualified" to                        7882 = Non Categorical K-2 Developmental Delay Ages 5-8                       Warning if SCED Code is 73039 and a Defined Class Type is not
Defined Class Type            teach the section                                                                            N     4         7884 = Developmental Delay                                                    present                                                                 Y      Y




                                                                                                                                                                                                                         Must be a Y, O or N for Federal Core Subjects
                                                                                                                                                                                                                         Can be blank for other subjects
                                                                                                                                                                                                                         Fatal error if teacher has a Y and N for classes with same SCED code
                              A flag to indicate if the teacher meets the federal definition of being "Highly Qualified"                                                                                                 Must be alpha
Highly Qualified Code         in this section. (Federal core subject and Special Education only)                            A    1         Y, N, O                                                                       Must be one character                                                   Y
                                                                                                                                                                                                                         Must be a Y or N for Federal Core Subjects
                                                                                                                                                                                                                         If Highly Qualified Flag is a Y or O, can be Y or N
                                                                                                                                                                                                                         If Highly Qualified Flag is a N, must be N
                                                                                                                                                                                                                         Must be blank if Highly Qualified Flag is blank
                              A flag to indicate if the teacher meets the federal definition of being "Highly Qualified"                                                                                                 Must be alpha
Flexibility Criteria Flag     in this section by means of the flexibility criteria.                                         A    1         Y, N                                                                          Must be one character                                                   Y

                              Description                                                                                                    Codes                                                                       Edits                                                                  FALL   EOY
E Records - Other Providers   one record for each private provider that provides education services to the student for whom the LEA is responsible
                                                                                                                                                                                                                         Must be E
                                                                                                                                                                                                                         Must be alpha
Record Type                   Constant E                                                                                   A     1         E                                                                             Must be one character                                                   Y      Y




                                                                                                                                                                                                                         Must be unique within the reporting division
                              Locally defined identification number must be unique within the division                                                                                                                   Must match Local Provider ID from D Record
                              (i.e. employee id, teacher id, tax id)                                                                                                                                                     Must be alphanumeric
Local Provider Id             Do not use SSN for this Id                                                                   A/N   20        Required if State License Number is blank                                     Must be less than twenty one characters                                 Y      Y



                                                                                                                                                                                                                         Required
                              The name of the other provider                                                                                                                                                             Cannot contain tabs, commas or single or double quotation
                                                                                                                                                                                                                         marks
                              Must be the name of a specific private school, contracting company or                                        For individuals, include first and last name                                  Must be alphanumeric
Provider Name                 unlicensed individual                                                                        A/N   50        For all others, include the company name                                      Must be less than fifty one characters                                  Y      Y

                                                                                                                                           1 = Comprehensive Services Act placement
                                                                                                                                           2 = Multi-divisional on-line provider
                                                                                                                                           3 = LEA contract provider (on-line or not)
                                                                                                                                           4 = Unlicensed individual (teacher, pupil personnel service provider,         Must be a valid provider description
                                                                                                                                           administrator)                                                                Must be numeric
                                                                                                                                           5 = Post secondary institution                                                Must be one character
                                                                                                                                           6 = Locally licensed individual                                               Fatal error if 6 does not have B Records
                                                                                                                                           7 = Other/Unknown                                                             Fatal error if 1, 2, 3, or 5 have B Records
Provider Description          Description of the services provided                                                         N     1                                                                                       Warning if 4 or 7 does not have B Records                               Y      Y
                           Description                                                                                   Codes                                                                  Edits                                                          FALL   EOY
F Records - Students       one record for each student that is connected to the combination of section & teacher.
                                                                                                                                                                                                Must be F
                                                                                                                                                                                                Must be alpha
Record Type                Constant F                                                                         A     1    F                                                                      Must be one character                                           Y      Y


                                                                                                                                                                                                Required
                                                                                                                                                                                                Must match a Section ID provided in C and D Records
                                                                                                                                                                                                Must be unique within the Serving School
                                                                                                                                                                                                No leading zeros
                                                                                                                                                                                                Cannot contain tabs, spaces, commas or single or double
                           A locally defined number that identifies a particular section of a course.                                                                                           quotation marks
                           When coupled with the division and school create a unique identifier for the                                                                                         Must be alphanumeric
Section Id                 section.                                                                          A/N    30                                                                          Must be less than thirty one characters                         Y      Y

                                                                                                                                                                                                Required
                                                                                                                                                                                                Must match a Local Provider ID provided in D Record
                                                                                                                                                                                                Must be unique within the School Division
                                                                                                                                                                                                Cannot contain tabs, spaces, commas or single or double
                           Locally defined identification number must be unique within the division                                                                                             quotation marks
                           (i.e. employee id, teacher id, tax id)                                                                                                                               Must be alphanumeric
Local Provider Id          Do not use SSN for this Id                                                        A/N    20                                                                          Must be less than twenty one characters                         Y      Y
                                                                                                                                                                                                Blanks are not permitted
                                                                                                                                                                                                Must be a valid EIMS number
                                                                                                                                                                                                Must be numeric
                                                                                                                                                                                                Must be ten characters
State Testing Id           State Testing ID as assigned through EIMS                                          N     10                                                                                                                                          Y      Y

                                                                                                                                                                                                Optional
                                                                                                                                                                                                Must be unique within the Serving Division
                                                                                                                                                                                                Must be alphanumeric
                                                                                                                                                                                                Must be less than thirteen characters
Local Student Id           locally defined                                                                   A/N    12                                                                                                                                          Y      Y
                                                                                                                         Your agency-defined definition applies if a definition is not specifically
                                                                                                                         stated below.
                                                                                                                         any numeric value between 0 and 100
                                                                                                                         A+, A, A-,
                                                                                                                         B+, B, B-,
                                                                                                                         C+, C, C-,
                                                                                                                         D+, D, D-,
                                                                                                                         F = Failed,
                                                                                                                         P = Passed
                                                                                                                         E = Meets or exceeds expectations*
                                                                                                                         O = Outstanding*
                                                                                                                         G = Good*
                                                                                                                         S = Satisfactory*
                                                                                                                         U = Unsatisfactory*
                                                                                                                         N = Does not meet expectations*
                                                                                                                         NP = Not Passed (should not be used in place of F)
                                                                                                                         W = Withdrawal
                                                                                                                         WP = Withdrawal Passing
                                                                                                                         WF = Withdrawal Failing
                                                                                                                         NG = no grade awarded regardless of reason
                                                                                                                         GLP = grade level promoted*                                                Can be blank for grades K-5
                                                                                                                         GLR = grade level retained*                                                Must be a valid final grade code or number between 0 and
                                                                                                                                                                                                    100 for classes serving Grades 6-12
                                                                                                                         * limited to sections in elementary schools where a final grade is not Any grade with an asterick must have a Prior to Secondary
                                                                                                                         awarded                                                                    SCED Subject Area
                                                                                                                                                                                                    Must be alphanumeric
Final Grade                Locally defined most recent or final grade for the student for this Section Id     A     3                                                                               Must be less than four characters                                  Y
                                                                                                                                                                                                    Can be blank or a valid course indicator
                                                                                                                                                                                                    Must be numeric
                           Indicates whether or not the course is taken via virtual means to include                     1 = School sponsored/coordinated                                           Must be one character
Virtual Course Indicator   online courses, or courses taken via satellite between schools.                    N     1    2 = Student coordinated                                                                                                                Y      Y
                                                                                                                                                                                                    Must be Y or N
                                                                                                                                                                                                    Must be tied to a secondary Section ID
                                                                                                                                                                                                    Must be alpha
Dual Enrollment Flag       Indicates whether or not the course is taken as a dual enrollment course           A     1    Y, N                                                                       Must be one character                                       Y      Y
                                   Description                                                                                  Codes                                    Edits                                                     FALL   EOY
G Records - Adminstrators          One record needed for each Administrator or Pupil Personnel Service Provider
                                                                                                                                                                         Must be G
                                                                                                                                                                         Must be Alpha
Record Type                        Constant G                                                                        A     1    G                                        Must be one character                                      Y

                                                                                                                                                                         Must be unique within the division
                                                                                                                                                                         Must match Local Provider ID from Section B
                                                                                                                                                                         Cannot contain tabs, spaces, commas or single or double
                                   Locally defined identification number must be unique within the division                                                              quotation marks
                                   (i.e. employee id, teacher id, tax id)                                                                                                Must be alphanumeric
Local Provider Id                  Do not use SSN for this Id                                                        A/N   20                                            Must be less than twenty one characters                    Y

                                                                                                                                                                         Must be a valid educational agency
                                   Three-digit state-assigned Division number that identifies the division, center                                                       Must be alphanumeric
Serving Division                   or agency that provided the course to the students.                               A/N   3                                             Must be three characters                                   Y

                                                                                                                                                                         Must be a valid institution within the serving division
                                   Four-digit state-assigned School number that identifies the school, center,                                                           Must be alphanumeric
Serving School                     program, or placement that provided the course to the students.                   A/N   4                                             Must be four characters                                    Y

                                   Includes the characters preceding the dash on the administrator's license                                                             Valid license prefix
Teacher/Administrator License                                                                                                                                            Must be alpha
Prefix                                                                                                               A     4    characters                               Must be less than five characters                          Y

                                   Includes the numbers after the dash on the administrator's license                                                                    Valid license number
Teacher/Administrator License                                                                                                                                            Must be alphanumeric
Number                                                                                                               A/N   11   numeric                                  Must be less than twelve characters                        Y

                                                                                                                                7 = Pupil Personnel Service Provider
                                                                                                                                8 = Administrator
                                                                                                                                                                         Must be a valid teacher role code
                                                                                                                                                                         Must be numeric
Teacher Role Code                  A code to describe the individual's role in this section.                         N     1                                             Must one character                                         Y
                                                                                                                                sample of VA State Assignment Codes:

                                                                                                                                0097 = Principal – Middle School
                                                                                                                                0103 = Guidance Elementary               Valid VA Assignment Code
                                                                                                                                                                         Must be alphanumeric
VA State Assignment Code           4-digit valid course code from list of assignment codes                           N     4                                             Must be six characters or less                             Y
                                                                                                                                                                         Must be a whole number
                                                                                                                                                                         Must be numeric
Division Administrative Experience Number of Years Administrative Experience within the Division                     N     2    numeric, round to nearest whole number   Must be less than three characters                         Y

                                   Number of years of administrative experience within the Commonwealth of
                                   Virginia                                                                                                                              Must be a whole number
                                                                                                                                                                         Must be numeric
Virginia Administrative Experience include public and private school experience                                      N     2    numeric, round to nearest whole number   Must be less than three characters                         Y
                                   Number of years administrative experience within education                                                                            Must be a whole number
                                                                                                                                                                         Must be numeric
Years Administrative Experience    include public, private and out-of-state experiences                              N     2    numeric, round to nearest whole number   Must be less than three characters                         Y

                                   Description                                                                                  Codes                                    Edits                                                     FALL   EOY
H Records - Updates for Highly
Qualified                          One record as needed for each section




                                                                                                                                                                         Must be H
                                                                                                                                                                         Must be Alpha
Record Type                        Constant H                                                                        A     1    H                                        Must be one character                                      Y
                                                                                                                                                                         Required
                                                                                                                                                                         Must match a Section ID provided in C Record
                                                                                                                                                                         No leading zeros
                                                                                                                                                                         Cannot contain tabs, spaces, commas or single or double
                                                                                                                                                                         quotation marks
                                   A locally defined number that identifies a particular section of a course.                                                            Must be alphanumeric
                                   When coupled with the division and school, Section ID creates a unique                                                                Must be less than thirty one characters
Section Id                         identifier for the section.                                                       A/N   30                                            Must be unique within the Serving School                   Y
                                                                                                                                                                                                                         Must match a Serving Division provided in the C Record
                                                                                                                                                                                                                         Must be a valid educational agency
                                     Three-digit state-assigned Division number that identifies the division, center                                                                                                     Must be alphanumeric
Serving Division                     or agency that provided the course to the students.                                   A/N               3                                                                           Must be three characters                                         Y
                                                                                                                                                                                                                         Must match a Serving School provided in the C Record
                                                                                                                                                                                                                         Must be a valid institution within the serving division
                                     Four-digit state-assigned School number that identifies the school, center,                                                                                                         Must be alphanumeric
Serving School                       program, or placement that provided the course to the students.                       A/N               4                                                                           Must be four characters                                          Y
                                                                                                                                                                                                                         Must be unique within the reporting division
                                                                                                                                                                                                                         Cannot contain tabs, spaces, commas or single or double
                                     Locally defined identification number must be unique within the division                                                                                                            quotation marks
                                     (i.e. employee id, teacher id, tax id)                                                                                                                                              Must be alphanumeric
Local Provider Id                    Do not use SSN for this Id                                                            A/N               20                                                                          Must be twenty characters or less                                Y
                                                                                                                                                                                                                         Must be a Y, O or N for Federal Core Subjects
                                                                                                                                                                                                                         Can be blank for other subjects
                                                                                                                                                                                                                         Fatal error if teacher has a Y and N for classes with same
                                                                                                                                                                                                                         SCED code
                                     A flag to indicate if the teacher meets the federal definition of being "Highly                                                                                                     Must be alpha
Highly Qualified Code                Qualified" in this section. (Federal core subject and Special Education only)          A                1           Y, N, O                                                         Must be one character                                            Y
                                                                                                                                                                                                                         Must be a Y or N for Federal Core Subjects
                                                                                                                                                                                                                         If Highly Qualified Flag is a Y or O, can be Y or N
                                                                                                                                                                                                                         If Highly Qualified Flag is a N, must be N
                                                                                                                                                                                                                         Must be blank if Highly Qualified Flag is blank
                                     A flag to indicate if the teacher meets the federal definition of being "Highly                                                                                                     Must be alpha
Flexibility Criteria Flag            Qualified" in this section by means of the flexibility criteria.                       A                1           Y, N                                                            Must be one character                                            Y


                                                                                                                                                  Reporting Rules

1. Report the courses taught by
   A.) your LEA,
   B.) private providers to the students for whom your LEA is responsible, AND
   C.) the public regional programs to the students for whom your LEA is responsible

2. For all the courses reported by your LEA according to Rule 1, a local Provider Id is required. Do not use generic IDs in place of a Virginia Teaching License.

3. LEAs are expected to grow thier local systems to include the future enhancement fields. Future enhancement fields will be added IF and WHEN Virginia needs the data for required state or federal reporting or strategic educational research. Select future enhancement fields will not be added
until 2012-2013 unless we are required by law to do so before then.

4. Report students with 20 or more hours of enrollment (Days Absent + Days Present) in a particular section. If Days Absent and Days Present are not available, report courses and teachers for any students with 20 or more hours of membership during the school year. Local policies for
adding/dropping courses have been considered. For this collection, we will expect to see course completed AND those attempted when the student was enrolled in that class for more than 20 hours. See Superintendent’s Memo No. 52, March 7, 2008, for guidance to local school divisions regarding
policies for changing students’ course schedules.

5. Based on LEA EOY SRC, all students with 20 hours of membership (aggregated days absent + aggregated days present) whose serving school is within the LEA or is a generic private provider code (i.e., 600/8000 or 999/9999) must be included in the Master Schedule Data Collection. For 2010-2011
and 2011-2012, a warning will be given on the Master Schedule Data Collection for missing students.

6. The SCED Subject Area is required for all sections. Both SCED course codes and VA Course Codes are accepted choose one or the other for each section.




                                                                                                                                                     Warnings
1. Warning indicating what Records have not been submitted.

2. Warning if there are no E Records in the submission.

3. Warning if there are no records where the Serving Educational Agency is not equal to the Reporting Educational Agency.
                                    The number of calendar weeks this section of
                                    this course meets per school year. The course
Course                              length measures physical time on a calendar
Record    Course Length in Weeks    not academic equivalent time.                                                                     future enhancement field
Course                              The number of periods per day course is
Record    Periods per Day           taught.                                                                                           future enhancement field
Course
Record    Minutes per Period        The number of minutes in each period                                                              future enhancement field

                                                                                   1 = First Semester (Quarter 1 and/or Quarter 2)
                                                                                   2 = Second Semester (Quarter 3 and/or Quarter 4)
Course                              The calendar time during the school year that 3 = Yearlong (Qtr1, Qtr 2, Qtr 3, and Qtr 4)
Record    Semester                  the current course taken.                      4 = Summer school session                          future enhancement field
Teacher                             The calendar date this teacher began this role
Record    Role Beginning Date       with this section.                                                                                future enhancement field
Teacher                             The calendar date this teacher ended this role
Record    Role Ending Date          with this section.                                                                                future enhancement field
Teacher
Record    Days Present              teacher period attendance                                                                         future enhancement field
Teacher
Record    Days Absent               teacher period attendance                                                                         future enhancement field
Student
Record    Co-op Experience          CTE needed
Student                             The calendar date this student began this
Record    Schedule Beginning Date   section.                                                                                          future enhancement field
Student                             The calendar date this student ended this
Record    Schedule Ending Date      section.                                                                                          future enhancement field
Student
Record    Days Present              student period attendance                                                                         future enhancement field
Student
Record    Days Absent               student period attendance                                                                         future enhancement field
                                    For secondary (credit bearing) classes, number
                                    of credits earned for successful completion of
                                    the section.

Student                             For non-secondary (non-credit bearing)
Record Credit(s) Earned             classes, leave blank.                                                                             future enhancement field
                                   For secondary (credit bearing) classes, number
                                   of verified credits earned for successful
                                   completion of this section and successful
                                   completion of SOA approved assessment.

Student                            For non-secondary (non-credit bearing)
Record Verified Credit(s) Earned   classes, leave blank.                            future enhancement field
                                   For secondary (credit bearing) dual-
                                   enrollment classes, number of college credits
                                   earned for successful completion of this
                                   section.

Student                            For non-secondary (non-credit bearing)
Record College Credit(s) Earned    classes, leave blank.                            future enhancement field

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:5
posted:8/16/2011
language:English
pages:10