Automated Data Exchange Documentation

Student October File Layout

News and Updates
File Layout
Preliminary Edit Specifications
Field Level Edit Specifications

Student Data Elements and Definitions
Student October Valid Attendance/Funding Status/Grade Level Code Combinations
Student October Valid Grade/Age Combinations

Student October File Layout: All Fields

File Name: so####.nna
Field Name / No. of
Bytes / Begin
Pos. / End
Pos. / Field
Type / Examples / Purpose
Background Information
District Number / 4 / 1 / 4 / numeric / 0880 / Will help districts identify records in error.
LASID / 10 / 5 / 14 / numeric / 1234567890 / Will help districts identify records in error.
Student State ID(SASID) / 10 / 15 / 24 / numeric / 1234512345 / Will help districts identify records in error.
Ethnicity: Hispanic or Latino / 2 / 25 / 26 / numeric / 00,04 / Statistical reporting
Race: American Indian or Alaska Native / 2 / 27 / 28 / numeric / 00,01 / Statistical reporting
Race: Asian / 2 / 29 / 30 / numeric / 00,02 / Statistical reporting
Race: Black or African American / 2 / 31 / 32 / numeric / 00,03 / Statistical reporting
Race: White / 2 / 33 / 34 / numeric / 00,05 / Statistical reporting
Race: Native Hawaiian or other Pacific Islander / 2 / 35 / 36 / numeric / 00,06 / Statistical reporting
Federal Race/Ethnicity Reporting Category / 2 / 37 / 38 / numeric / 01,02,03,04,05,06,07 / Statistical reporting
Language Background / 3 / 39 / 41 / alpha / eng, spa / Statistical reporting
Section 504 Handicapped / 1 / 42 / 42 / code / 0,1 / Statistical reporting
Gender / 2 / 43 / 44 / code / 01,02 / Statistical reporting
Birth Date / 8 / 45 / 52 / date / 09091989 / Audit process
Grade Level / 3 / 53 / 55 / code / 002,004,006,007, 010,020,030,040, 050,060,070,080, 090,100,110,120 / Public School Finance Funding, statistical reporting
Attendance/Residence Information
Pupils Attendance Information / 2 / 56 / 57 / code / 01, 02, 03, 04, 05, 08, 24, 26, 27, 28, 29, 30, 31, 33 / Public School Finance Funding, statistical reporting
District/State Code of Parents Residence for Non-resident Students / 4 / 58 / 61 / code / 0880 / Public School Finance Funding, statistical reporting
County Code of Residence for Joint School Districts / 2 / 62 / 63 / code / 01-64 / County Public School Funding
School/District/Facility Codes
School Code / 4 / 64 / 67 / code / 7952 / Public School Finance Funding, statistical reporting
Eligible Facility/Detention Code / 4 / 68 / 71 / code / 6176 / Public School Finance Funding, statistical reporting
Public School Finance Act Funding Status
Public School Finance Funding Status / 2 / 72 / 73 / code / 80, 81, 82, 83,
84, 85, 86, 87,
88, 89, 90, 91, 92, 93, 94, 95, 96 / Public School Finance Funding
Free/Reduced Lunch Eligible / 2 / 74 / 75 / code / 01,02,03 / Free Lunch: Public School Finance Funding,
Reduced Lunch: Public Law 104-193, statistical reporting
Special Program and Student Support Service Participation
Title 1 / 1 / 76 / 76 / code / 0, 1 / Statistical reporting
Migrant / 1 / 77 / 77 / code / 0, 1 / Statistical reporting
Immigrant / 1 / 78 / 78 / code / 0, 1 / Statistical reporting
Special Education (IEP) / 1 / 79 / 79 / code / 0, 1 / Statistical reporting
Transition / 1 / 80 / 80 / code / 0, 1, 2, 3
Homeless / 1 / 81 / 81 / code / 0, 3, 4 / Statistical reporting
Primary Nighttime Residence / 2 / 82 / 83 / code / 00, 01, 02, 03, 04
Gifted/Talented / 1 / 84 / 84 / code / 0, 1, 2, 3, 4 / Statistical reporting
Independent Study / 1 / 85 / 85 / code / 0, 1 / Statistical reporting
Contractual Agreement with Third Party Educators/Programs / 1 / 86 / 86 / code / 0, 1 / Statistical reporting
Expelled / 1 / 87 / 87 / code / 0, 1 / Statistical reporting
Attends District Funded GED Program / 1 / 88 / 88 / code / 0,1 / Statistical reporting
Refugee / 1 / 89 / 89 / code / 0, 1, 2 / Statistical reporting
Post Secondary Program / 1 / 90 / 90 / code / 0,1,2,3, 7 / Statistical reporting
Instructional Program Service Type (For Future Use) / 1 / 91 / 91 / code / 0 / Statistical reporting
Instructional Program Service Type (For Future Use) / 1 / 92 / 92 / code / 0 / Statistical reporting
Field Name / No. of
Bytes / Begin
Pos. / End
Pos. / Field
Type / Examples / Purpose
Last Name / 30 / 93 / 122 / alpha / SMITH / Pre-Coded Labels
First Name / 30 / 123 / 152 / alpha / JOE / Pre-Coded Labels
Middle Name / 30 / 153 / 182 / alpha / KIRK / Pre-Coded Labels
Continuous in District / 1 / 183 / 183 / code / 0, 1 / Pre-Coded Labels
Continuous in School / 1 / 184 / 184 / code / 0, 1 / Pre-Coded Labels
Language Proficiency / 1 / 185 / 185 / code / 0, 1, 2, 3, 4, 5 / Pre-Coded Labels
Bilingual / 1 / 186 / 186 / code / 0, 1, 2, 3, 4, 5 / Pre-Coded Labels
ESL / 1 / 187 / 187 / code / 0, 1, 2, 3, 4, 5 / Pre-Coded Labels
Colorado Continuously / 1 / 188 / 188 / code / 0,1 / Pre-Coded Labels
Date Most Recently Enrolled in US / 8 / 189 / 196 / code / 09101989 / Pre-Coded Labels
October New to School / 1 / 197 / 197 / code / 0 / Pre-Coded Labels
Primary Disability / 2 / 198 / 199 / code / 00, 01, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, 14, 15, 16 / Pre-Coded Labels
CSAP Alternate Assessment Participant / 1 / 200 / 200 / code / 0, 1 / Pre-Coded Labels

Student October Preliminary Edit Checks
(The following criteria must be met before further validation of the file will occur)

File Names

  • Data File Name - SO####.nnA
  • SO - Indicates Student October
  • #### - Is your District/BOCES code
  • .nn - Is the file revision number (01, 02, 03, 04.... 99)
  • A - Is the file format

Note: The data file revision number will be increased by one for each submission.

Record Sizes-- All records submitted should be fixed-width ASCII.

  • The record size for the Data File (SO####.nnA) must be 200 bytes.

Student October Field Level Edit Specifications --All fields are required unless otherwise noted.

District Number

  • Required.
  • Must be the 4-digit code representing the school district or BOCES submitting the data.See Appendix A

LASID

  • Optional unique record identifier provided by the submitting district.

Student State ID (SASID)

  • Must be a valid SASID given first name, last name, birth date, and gender.

Ethnicity: Hispanic or Latino

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Race: American Indian or Alaska Native

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Race: Asian

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Race: Black or African American

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Race: White

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Race: Native Hawaiian or other Pacific Islander

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Federal Race/Ethnicity Reporting Category

  • Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions Document. (Use current categories.)
  • Zero-fill if not required.

Language Background

  • Required, if Attendance/Residence Code is NOT "26".
  • Must be a valid three character code as defined in the Student Data Elements and Definitions document.
  • Zero-fill if not required.

Section 504 Handicapped

  • Required, if Attendance/Residence Code is NOT "26".
  • Must be a valid one digit code as defined in the Student Data Elements and Definitions document.
  • Zero-fill if not required.

Gender

  • Required, if Attendance/Residence Code is NOT "26".
  • Must be a two digit field as defined in the Student Data Elements and Definitions document.
  • Zero-fill if not required.

Birth Date

  • Required, if Attendance/Residence Code is NOT "26".
  • Must be a valid date in the MMDDYYYY format.
  • Age must be greater than or equal to 2 and less than or equal to 20 as of the official count date only if Special Education (IEP) NOT equal 1.
  • If the Public School Finance Funding Status field is equal to "84" (Preschool), the student must reach three years of age by December 31st of the collection year and be less than or equal to 5 years of age.
  • If Special Education equals 1, the student must be twenty-one or less by December 31st of the collection year.
  • Zero-fill if not required.

Grade Level

  • Required.
  • Must be a valid three digit code as defined in the Student Data and Element Definitions document.
  • Grade code 002 and 130 are invalid for the October count.
  • If Grade Level is 004,See Student October Valid Code Combinationsfor Public School Finance Act Funding Status Code valid combinations.
  • There is a reasonability check based on student's age.

Pupil Attendance Information

  • Required.
  • Must be a valid two digit code as defined in the Student Data Elements and Definitions document.
  • Must be valid in combination with the Public School Finance Act Funding Status Code.See Student October Valid Code Combinations
  • Pupil Attendance Information code 03 must be grade level 004 or expelled must equal 1.

District/State Code of Parents Residence for Non-resident Students

  • Required, if Pupils Attendance Information code is equal to "04", "05".
  • Must be zero-filled if Pupils Attendance Information code is equal to "01", "02", "03", "06" or "08".
  • If a State code is reported, must be left justified.
  • Cannot be a State code of "CO".
  • Cannot be a District code that matches that of the reporting district.
  • Must be zero-filled or a valid code if Pupils Attendance Information code is "21" thru "29".
  • NOT required if Pupils Attendance Information code is "26".

County Code of Residence for Joint School Districts

  • A valid joint county code (see Appendix A.4) is required for districts whose boundaries cross county lines.See Appendix A.2
  • Must be zero-filled for districts whose boundaries do not cross county lines.

School Code

  • Must be a valid school code if Attendance/Residence code is 01, 02, 06, 07, or 08.See Appendix A.1, School Building Codes Table
  • Must be a valid school code or zero-filled if Attendance/Residence code is 04, 05 or 21.See Appendix A.1, School Building Codes Table
  • Must be zero-filled if Attendance/Residence code is 03, 22, 23, 24 or 26.
  • Must be zero-filled if Attendance/Residence code is 27 (only until Non-Public School table is ready).
  • Must be a valid state code if Attendance/Residence code is 28 or 29.See State codes.

Eligible Facility/Detention Code

  • Required, if Attendance/Residence is "22" (Error).See Appendix A.5, Facility Codes Table
  • Required, if Attendance/Residence is "24" (Error).See Appendix A.7, Detention Codes Table
  • Zero-fill if not required.

Public School Finance Funding Status

  • Must be a valid code as defined in the Student Data Elements and Definitions document.
  • Must be valid in combination with the Pupil Attendance Information and grade level.
    See Student October Valid Code Combinations
  • If funding >= '90' then on-line must be a '1'.

Free Reduced Lunch Eligible

  • Required, if Public School Finance Funding Status is 80 - 85, or 90-95.
  • Optional if Public School Finance Funding Status is 80-85, or 90-95.
  • Not required if Attendance/Residence Code is "26".
  • Must be a valid code as defined in the Student Data Elements and Definitions document.
  • Zero-fill if not required.

Special Program and Student Support Service Participation--

Title 1

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Migrant

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Immigrant

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Special Education (IEP)

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.
  • If Special Education = '1' then Primary Disability must NOT be '00'.

Transition

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.
  • Must be 18 or older as of October 1.
  • If Transition between 1 and 3 then Special Education must be 1.
  • If Transition between 1 and 3 then grade must be 120.

Homeless

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.
  • If Homeless ='1''3' or '4' then Free and Reduced Lunch must be '01'.

Primary Nighttime Residence

  • Must be a valid code as defined in the Student Data Elements and Definitions document.
  • Cannot be '00' if homeless is'3' or '4'.
  • Must be '00' if homeless is '0'

Gifted/Talented

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Independent Study

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.
  • If Independent Study = '1' then grade must be > = '090' (Warning).

Contractual Agreement with Third Party Educators/Programs

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Expelled

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Attends District Funded GED Program

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to indicate no choice or to fill.

Refugee

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to fill.

Post Secondary Program

  • Must be a valid code as defined in the Student Data Elements and Definitions document, or "0" to fill.

Instructional Program Service Type (For Future Use)

  • Future usage. (Zero-fill until used.)

Instructional Program Service Type (For Future Use)

  • Future usage. (Zero-fill until used.)

Last Name

  • Required.
  • Must be a valid alpha field.

First Name

  • Required.
  • Must be a valid alpha field.

Middle Name

  • Required.
  • Must be a valid alpha field.

Continuous in District

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document. Note: The most common value for this variable is '1'.

Continuous in School

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document. Note: The most common value for this variable is '1'.
  • If Continuous in School code is '1' then Continuous in District must be '1' (Error).

Language Proficiency

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document.
  • If code '1', '2', '3',‘4’ or ‘5’ then Language Background must NOT be English(ENG) (Error).
  • If code = '0' then Language Background must be English (ENG) (Error).

Bilingual

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document or Zero-fill.
  • If code is greater than or equal to '1' then ESL must be '0' (Error).

ESL

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document.
  • If code is greater than or equal to '1' then Language Background must NOT be English(ENG) (Error).
  • If code is greater than or equal to '1' then Bilingual must be '0' (Error).
  • If code > '0' then Language Proficiency must NOT be '0' (Error).

Colorado Continuously

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions document. Note: The most common value for this variable is '1'.

Date Most Recently Enrolled in US

  • Required.
  • Must be a valid date in the MMDDYYYY format.
  • If Colorado Continuously code = '1', then date in US cannot be after 3/10/08 for grades 3-10 or 4/23/08 for 11th grade (Error).

October New to School

  • Required.
  • Must be zero-filled.

Primary Disability

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions, or "00" to indicate no choice or to fill.
  • If Special Education (IEP) = 1 then this field cannot be '00' (Error).
  • If code = 11 or 12 then grade must NOT be higher than '010' (Error).
  • If Primary Disability > '00' then Special Education must NOT be '0'.

CSAP Alternate Assessment Participant

  • Required.
  • Must be a valid code as defined in the Student Data Elements and Definitions.
  • If CSAP Alternate = '1' then Special Education (IEP) must be '1'.
  • If CSAP Alternate = '1' then Grade must be between '030' and '110'.

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Automated Data Exchange Documentation - Student October File Layout

Last Modified: March 27, 2012
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