RIDE Information Services
 
 
  Beginning of Year (BOY) State Reporting Record Layout - last updated on Oct 18th, 2007
   
 

New: The instructions contained in this document apply to all LEAs planning to submit the October enrollment data using eRIDE State Reporting module instead of the SRM reporting application. This includes State Operated Schools and Charter schools. Please also note the following critical changes to this reporting:

  1. This is no longer a snap-shot report of currently enrolled students on October 1st; all enrollments and withdrawals from end of last year through the end of October should be included in this reporting;
  2. As a result, student dropouts will no longer need to be separately reported;
  3. Student resident addresses are added to this collection, including their home language;

Use of Data: Information collected in this reporting will enable the State to compile aggregate reports on student demographics, program services received for all publicly enrolled students as of October 1st in each school year. October enrollment is widely used for high-stake state assessment, accountability, school improvement and intervention, fiscal accountability, distribution of state aid and school meals, and various state and federal reporting on education.  Exact enrollment periods in October will allow the State to compute the participation rates in State Assessment school by school, district by district, and subject by subject. With the summer withdrawal data, the State will no longer need to separately collect the dropout data in order to compute the graduation and dropout rates. October enrollment records are also used to update and maintain the State Assigned Student ID System (SASID) that allows us to track student information over time and across databases. 

Critical timelines: Reporting starts as early as October 15th. LEAs may wait until October 31st to submit all of the enrollment records all at once, however, we strongly encourage LEAs to submit what they have as early as possible. For example, you do not need to wait until end of October to submit the summer withdrawal records. All data MUST BE submitted by November 7th.   You will be able to correct data errors and resolve duplicates from November 7th to 9th    You will not be able to sign off a report until all duplicates are resolved and all critical errors are corrected. All Reports must be signed off by November 16th.
   
 
Field # Field Description Field Name Field Type Length
A STATE ASSGINED STUDENT ID SASID TEXT 10
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
C REPORTING DISTRICT CODE DISTCODE TEXT 2
D SCHOOL CODE SCHCODE TEXT 5
E STUDENT GRADE GRADE TEXT 2
F STUDENT LAST NAME LASTNAME TEXT 30
G STUDENT FIRST NAME FIRSTNAME TEXT 30
H STUDENT MIDDLE INITIAL MI TEXT 1
I STUDENT GENDER SEX TEXT(M/F) 1
J STUDENT DATE OF BIRTH DOB DATE
K STUDENT RACE RACE TEXT 1
L STUDENT IEP STATUS: A student with disability. IEP TEXT (Y/N) 1
M STUDENT SEC504 STATUS SEC504 TEXT(Y/N) 1
N STUDENT LEP STATUS: A student who is enrolled in ELL program (LEP) or monitored  LEP TEXT 1
O STUDENT TITLE I STATUS: A student who received Title I Services TITLE1 TEXT (Y/N)
P STUDENT LUNCH STATUS: A student eligible for free or reduced lunch - Free (F), Reduced (R), None (N) LUNCH TEXT (F/R/N) 1
Q STUDENT IMMIGRANT STATUS: defined in section 3301(6) of Title III, refers to individuals who: (A) are aged 3 through 21; (B) were not born in any State; and (C) have not been attending one or more schools in any one or more States for more than 3 full academic years. IMMIGRANT TEXT(Y/N) 1
R STUDENT HOMELESS STATUS: A student who lacks a fixed, regular, and adequate night-time residence HOMELESS TEXT(Y/N) 1
S CAREER AND TECHNICAL CENTER CODE CTECHCTR TEXT 5
T RESIDENT DISTRICT CODE IF NON-RESIDENT DISTCODE_RES TEXT 2
U SCHOOL CODE IF ENROLLED IN OUTPLACED PROGRAM SCHCODE_OUT TEXT 5
V DATE OF ENROLLMENT ENROLL_DATE DATE
W EXIT/WITHDRAWAL DATE EXIT_DATE DATE
X EXIT/WITHDRAWAL TYPE EXIT_TYPE TEXT 2
Y AGGREGATE DAYS OF MEMBERSHIP ADM TEXT 3
Z AGGREGATE DAYS OF ATTENDANCE ADA TEXT 3
AA NEXT SCHOOL: School Code for location where a student is expected to be enrolled in 2006-07. SCHCODE_NEXT TEXT 5
AB VocEd Concentrator STATUS: A participant who has completed a year of career and technical education VOCED TEXT(Y/N) 1
AC Mailing Address Line 1 ADDRESS_M_L1 TEXT 50
AD Mailing Address Line 2 (Optional) ADDRESS_M_L2 TEXT 50
AE Mailing Address City/Town ADDRESS_M_CITY TEXT 50
AF Mailing Address State ADDRESS_M_STATE TEXT 2
AG Mailing Address Zip ADDRESS_M_ZIP TEXT 5
AH Mailing Address Zip 4 ADDRESS_M_ZIP4 TEXT 4
AI Dwelling Address Line 1 (Optional) ADDRESS_D_L1 TEXT 50
AJ Dwelling Address Line 2 (Optional) ADDRESS_D_L2 TEXT 50
AK Dwelling Address City/Town (Optional) ADDRESS_D_CITY TEXT 50
AL Dwelling Address State (Optional) ADDRESS_D_STATE TEXT 2
AM Dwelling Address Zip (Optional) ADDRESS_D_ZIP TEXT 5
AN Dwelling Address Zip 4 (Optional) ADDRESS_D_ZIP4 TEXT 4
AO Student Cell Phone (Optional) PHONE_ST TEXT 15
AP Student Email (Optional) EMAIL_ST TEXT 60
AQ Emergency Phone (Optional) PHONE_EMG TEXT 15
AR Primary Contact Phone (Optional) PHONE_PC TEXT 15
AS Secondary Contact Phone (Optional) PHONE_SC TEXT 15
AT Home Language (for IEP/LEP students ONLY) LANGUAGE_HOME TEXT 4
   
 

Click here to download a sample Excel document.
  General Instructions:
  1. Include all students that were publicly enrolled in school year 2007-08 through end of October 2007, including students attending out-of-district placement programs;
  2. Include all students who were expected to re-enroll but did not (summer withdrawals);
  3. This October enrollment reporting requires extraction of student enrollment records from the beginning of year to end of October; extracted enrollment records then may be merged with student demographics, program status information and residence data for submission;
  4. Date of Enrollment should be the date a student is last enrolled for school year 2007-08; for most students it is first date of school; for a student who left and returned to the same school, use the last enrollment date; for summer withdrawals, use '7/1/07' as the enrollment date;
  5. Blank or null values are NOT allowed in the student enrollment and demographic fields (A-K, V);
  6. If a student receives LEP services at any time during the year, that student is coded as 'Y' for LEP; apply the same rule to all other program status fields (IEP, sec504, title1, lunch, migrant, homeless and VocEd); null values will be changed to 'N' for all of the program status fields (L-R, AB);
  7. For resident addresses, use the most current information for each student if changed over time;
  8. In most cases, each unique student has one enrollment record; in other cases, particularly in urban districts, a student may have multiple enrollment records, in which case, prior enrollment records need to be properly terminated with an Exit/Withdrawal Date/Type (X);
  9. For this reporting, aggregate days of membership and attendance (Y-Z), and the next school field (AA) may be left blank;
  10. Student demographic, program status and resident address fields should be the same for each student and repeated for each enrollment record;
  11. Provide exit_date for students who exited in the summer or through end of October; use '8/1/07' for students withdrew in the summer with exit_type 98 ('expected to enroll, never attended');
  12. Students with an exit_type of 22-25, 97('unknown') and 98 ('expected to enroll, never attended') are dropouts;
  13. The accuracy of the reported information is critical because student demographic and program information will be used to report assessment and accountability results; State test participation rates will also be calculated based on this reporting;
  14. Click on the following link for additional instructions how how to report students enrolled in Charter schools, State operated schools, Career and Technical Centers and in outplacement programs.
  15. Contact your local data manager or IT director for access to this reporting application. For general user support at RIDE, please contact Marie Gariepy at 222-8967; for technical support, contact Derick Ariyam at 222-8974; for content support, contact Dr. Ken Gu at 222-8957.
  For additional instructions on how to report non-resident students, students enrolled in out-placement programs and career and technical centers, click on this link.