English Learners File (J) (Washington)

Last Modified on 10/22/2022 10:40 am CDT

PATH: WA State Reporting > English Learners File (J)

The English Learners File (J) extract reports information unique to students who tested but did not qualify for, or who are receiving, State Transitional Bilingual Instruction Program (STBIP) services and English Language Development services for Native American students under Title 3. If a student enters, exits and re-enters the service, two entries report to reflect the two separate enrollments.

Based on Federal and state guidelines, Campus is interpreting entrance and exit into STBIP as entrance and exiting EL. This report does not return a record for each exit and entrance into a specific instructional model or EL service.

English Learners File (J) Extract

Report Logic

  • State Excluded students, grades and calendars, as well as No show students do not report.
  • A record pulls for each active Primary enrollment during the time their program is active within the reporting range.
  • State Excluded Calendars, Grade Levels, Enrollments do not report.  Enrollments flagged 'No Show' do not report.

To be included in the extract, students must meet the requirements of one of the following reporting groups:

  • Initial LID Assessment (no LEP):
    • The student is actively enrolled at any time on or between the Calendar Start Date and the As of Date entered in the extract editor.
    • The student has taken an Assessment Type of LID: LEP (EL) for Identification with a Result Status code of (1, 2, 3, 6) or (4 5).
      • Records report with L1-L5 result statuses (Historic WELPA) however, warnings/errors may generate upon state submission.
    • Assessment > Code must contain a value that starts exactly with one of the following in order to report:
      • LASO
      • LPTS
      • PLAS
      • WLPT
      • ELPA21 S
      • ELPA21 A
      • WIDA
    • OR Assessment > State Code must = WELPA to report.
    • The student does not have an active EL record at any time during the reporting range.
  • Program Participation:
    • The student has an EL record active on or between the Calendar Start Date and the As of Date entered in the extract editor.
    • The student has at least one active calendar enrollment record flagged as Primary on at least one date in which the EL program is also active. 
    • The EL Program must have a Program Status of EL or Exited EL. 
  • EL Record Population
    • The are 4 EL Program Participation reporting populations which affect field logic. 
      • Parent Waiver
        • EL Program Participation is flagged as Parent Declined
        • All active EL Services are flagged as Parent Declined
      • Reclassified
        • Student's most recent EL record in Campus Either has
          • EL Program Designation = 4 (Reclassified)
          • OR
          • EL Program Designation is NULL/Blank AND the student has an active EL Program Participation entered in Campus where status is Exited EL
      • STBIP Participation
        • Student has an active EL Program Participation entered in Campus where status is EL
        • AND EITHER:
          • EL Program Designation = 1 (WA Transitional Bilingual Instruction Program)
          • OR
          • EL Program Designation = NULL/Blank AND Home Primary Language is NOT in (639,640)
      • ELD Native Am Title 3 Programs
        • Student has an active EL Program Participation entered in Campus where status is E
        • AND EITHER:
          • EL Program Designation = 3 (Native Am Student Title 3 English Language Development)
          • OR
          • EL Program Designation = NULL/Blank AND Home Primary Language = (639,640)

Generating the Report

  1. Enter a Start Date to represent the beginning of the date range.
  2. Enter an End Date (Defaults to current date).
  3. Select which Grade Level(s) will report data
    OR
  4. Select and Ad Hoc Filter to further narrow results.
  5. Select the desired Format.
  6. Select at least one calendar from which data is extracted.
  7. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate.

Users have the option of submitting report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process will allow larger reports to generate in the background, without disrupting the use of Campus. The generated extract is available in the Process Inbox For more information about submitting a report to the batch queue, see the Batch Queue article. 

Only the header row will report if there are no records reported in the extract.

English Learners File J - HTML Example

Report Layout

Element

Description

Format, Type and Length

Campus Database

Campus Interface

School Year

Identifies the four-digit year in which the school year ends.

For example, the 2011-12 school year reports 2012.

Date Field, 4 characters

YYYY

Calendar.
endYear

System Administration > Calendar > Calendar > End Date

Serving County District Code

Identifies the serving county district code for the district submitting the data.

Reports the Serving District on the student's active primary enrollment, or if null, the State District Number based on the student's active enrollment on the assessment date of record.

Numeric, 5 digits

Enrollment.
servingDistrict

District.number

Student Information > General > Enrollment > State Reporting Fields > Serving District

System Administration > Resources > District Information > State District Number 

District Student ID

Indicates the student identifier assigned by the district to the student. This data element is used in the matching of district data with records in CEDARS.

Alphanumeric, 12 characters

Person.number

Census > People > Demographics > Person Identifiers > Local Student Number

SSID

Identifies the unique student ID for each Washington public school student.

Numeric, 10 digits

Person.stateID

Census > People > Demographics > Person Identifiers > Student State ID

Location ID

Indicates the school's location ID as generated by the district's SIS, where the student participated or received services.

Numeric, 4 digits

School.number

System Administration > Resources > School > School Editor > School Detail > State School Number

Instructional Model Code

Identifies the assigned Instructional Model Code associated with the student.

For LID Assessment:

  • A null value is reported for students that do not have an active EL record on the assessment date.
  • 1,2,3,4,5,6 Result Status records report as NULL
  • 1,2,3,6 Result Status records must have both an EL program participation entered in order to report an Instructional Model Code value of NOT null. Once the student has an EL record, they report via program participation logic.

EL Program Participation:

  • IF EITHER:
    • EL Program Designation = 4 (Reclassified)
    • OR
    • EL Program Designation is NULL/Blank AND the student has an active EL Program Participation entered in Campus where status is Exited EL
      • leave as NULL
  • IF EITHER:
    • EL Program Designation = 3 (Native Am Student Title 3 English Language Development)
    • OR
    • EL Program Designation = NULL/Blank AND Home Primary Language = (639,640)

      • leave as NULL
  • IF EITHER:
    • EL Program Designation = 1 (WA Transitional Bilingual Instruction Program)
    • OR
    • EL Program Designation = NULL/Blank AND Home Primary Language is NOT in (639,640)

      • Report as P

        • Either when:

          • The active EL Program Participation of record does NOT have at least one active EL Service entered AND Parent Declined is checked.

          • Or

          • The active EL Program Participation of record HAS at least one active EL Service entered & ALL active services in the reporting range have Parent Refused Services checked

      • Leave as NULL

        • IF the active EL Program Participation of record has NO active EL Services entered. (Assumes Not Parent Declined)

      • Report Service Type (code) from last entered (most recent) active EL Service.

        • Assumes active EL Program Participation of record HAS at least one active EL Service entered. 

Alphanumeric, 1 character

LepService.
serviceType

Student Information > Program Participation > English Learners (EL) > EL Services > Service Type

AND

Student Information > Program Participation > English Learners (EL) > Program Status

AND

Student Information > Program Participation > English Learners (EL) > Parent Declined

Start Date

The date the student entered the an EL Program.

For LID Assessment:

  • The Test Date is reported.

EL Program Participation:

  • The EL Identified Date or Primary Enrollment Start Date is reported (whichever is most recent).

Date Field, 10 characters

MM/DD/YYYY

StateTest.
startDate

LEP.identifiedDate

Enrollment.
startDate

Student Information > General > Assessment > Test Scores > Test Score Detail > Date

Student Information > Program Participation > English Learners (EL) > Identified Date

Student Information > General > Enrollments > Start Date

Exit Date

The date the student exited the EL Program.

For LID Assessment:

  • The Test Date is reported.

EL Program Participation:

  • The EL Exit Date or Primary Enrollment End Date is reported (whichever is most recent).

Date Field, 10 characters

MM/DD/YYYY

lepAssessment.
startDate

LEP.endDate

Enrollment.
endDate

Student Information > General > Assessment (tab) > Test Scores > Test Score Detail > Date

Student Information > Program Participation > English Learners (EL) > Program Exit Date

Student Information > General > Enrollments > End Date

Exit Reason

Identifies the reason the student is exiting the EL Program.

For LID Assessment:

  • A value of O is reported when Result Status is L4 or L5
  • A null value is reported when Result Status is L1, L2, or L3

  • IF Result Status is 4 or 5: report O (student tested but did not qualify)

  • IF Result Status is 1,2,3 or 6: report as null/blank

EL Program Participation:

  • If Exit Date is null, Exit Reason reports as null.
  • If an Enrollment End Date is reported:
    • Reports B if Enrollment Exit Reason = GA,G0,C1,C2,C3
    • Reports E if Enrollment Exit Reason = T0
    • Reports T if Enrollment Exit Reason = T1
    • Reports I if Enrollment Exit Reason = D1 
    • Reports C if Enrollment Exit Reason = D2,D3,D4,D5,D6,D7,D8,D9,D0
    • Reports H if Enrollment Exit Reason = ZZ
    • Reports D if Enrollment Exit Reason = U1,U2,U3
  • If an EL Exit Date is reported:
    • Reports the Exit Reason Code selected from the student's EL record
    • Else reports as null

Alphanumeric, 1 character

LEP.exitReason

Enrollment.
endStatus

Student Information > Program Participation > English Learners (EL) > EL Assessments

Student Information > General > Enrollment > Exit Reason

Student Information > Program Participation > English Learners (EL) > Program Exit Reason Code

PlacementTestScaleScore

N/A - Does not report.

N/A

N/A

N/A

PlacementTestLevelScore

N/A - Does not report.

N/A

N/A

N/A 

PlacementTestDate

N/A - Does not report.

N/A

N/A

N/A 

Initial WA Placement Date

Indicates the first date the student was placed into an EL Program.

For LID Assessment:

  • Reports the earliest student Assessment Date of an assessment with a Type of LID: LEP (EL) for Identification.

EL Program Participation:

  • Report the Test Date from the student's initial LID assessment of record.

Date Field, 10 characters

DD/MM/YYYY

 TestScore.date

Student Information > Program Participation > English Learners (EL) > EL Assessments > Assessment Date

InitialUSAPlacementDate

N/A - Does not report.

N/A

N/A

N/A

NumMonthsUSAttendance

N/A - Does not report.

N/A

N/A

N/A

NumMonthsNon
USFormalEducation

N/A - Does not report.

N/A

N/A

N/A

Program Designation

Indicates the program in which the student is tested for or is receiving services.

Parent Declined record population: 

  • Report code selected in EL Program Designation
  • Else leave Null/blank

LID record population:

  • Report 1 if Identity active on the assessment date; Home Primary Language is NOT in (639,640)
  • Report 3 if Identity active on the assessment date; Home Primary Language = (639.640)

EL record population:

  • Report 4 if:
    • Student's most recent EL record in Campus Either has
      • EL Program Designation = 4 (Reclassified)
      • OR
      • EL Program Designation is NULL/Blank AND the student has an active EL Program Participation entered in Campus where status is Exited EL
  • Report 1 if:
    • Student has an active EL Program Participation entered in Campus where status is EL
    • AND EITHER:
      • EL Program Designation = 1 (WA Transitional Bilingual Instruction Program)
      • OR
      • EL Program Designation = NULL/Blank AND Home Primary Language is NOT in (639,640)
  • Report 3 if:
    • Student has an active EL Program Participation entered in Campus where status is EL
    • AND EITHER:
      • EL Program Designation = 3 (Native Am Student Title 3 English Language Development)
      • OR
      • EL Program Designation = NULL/Blank AND Home Primary Language = (639,640)

Numeric, 1 digit

Identity.stateRace

Census > People > Identity > Race/Ethnicity

Placement Test Code

Indicates the code representing the most recent placement test the student took in Washington if the Student Assessment type is LID: LEP (EL) for Identification. Options include the following:

  • If assessment code starts with LASO, report 1.

  • If assessment code starts with LPTS, report 2.

  • If assessment code starts with PLAs, report 3.

  • If assessment code starts with WLPT, report 4.

  • If assessment code starts with ELPA21 S, report 6.

  • If assessment code starts with ELPA21 A, report 7.

  • If assessment code starts with WIDA, report 8.

  • If assessment code starts with WELPA, report 5.

For LID Assessment:

  • Reports from the LID Assessment of record.

EL Program Participation:

  • Reports from the student's most recent (last entered) assessment where the Test Type = LID Initial Assessment
 

Please see the LID Assessment Setup section below for setting up an assessment to use and report assessment codes.

Numeric, 1 digit

Assessment.code

stateTest.stateCode

Assessment > Test Setup > Tests > Code

Assessment > Test Setup > Tests > State Code

Grade Level At Placement

The student's grade level at the time of the initial placement test.

For LID Assessment:

  • Reports Test Grade Level if one is entered, or the State Grade Level from the student's Primary Enrollment active on the LID: LEP for Identification assessment test date.
    • Should more than one enrollment be active and flagged as Primary, reports State Grade Level Code from the calendar enrollment with the highest calendarID.

EL Program Participation:

  • Reports the student's (mapped) State Grade Level Code from the student's active Primary enrollment on the oldest (first entered) LID Assessment > Test Date.
    • Initial LID assessment may or may not have been taken in the current school year. The mapped state grade level on the actual test date reports.
    • Should more than one enrollment be active and flagged as Primary, reports State Grade Level Code from the calendar enrollment with the highest calendarID.

Numeric, 2 digits

Test.testGrade

Enrollment.grade

GradeLevel.
stateGrade

Assessments > Test Setup > Tests > Test Grade Level

Student Information > Enrollments > Grade Level; System Administration > Calendar > Calendar > Grade Levels

Placement Test Scale Score

Indicates the scale score the student earned on the placement test for the State Transitional Bilingual Instruction Program.

For LID Assessment:

  • The student's Scale Score from the Initial LID Assessment is reported.

EL Program Participation:

  • Report student's Scale Score from the student's first entered (oldest) Initial LID assessment.

Numeric, 4 digits


Valid values 0 to 9999

Not pad nor zero-filled

Report as an integer (no decimal)

Normal rounding rules apply.

stateTest.
scaleScore

Student Information > Program Participation > English Learners (EL) > EL Assessments > EL Test Score Detail > Scale Score

Placement Test Level Score

Indicates the level score associated with the scale score the student earned on the placement test for the State Transitional Bilingual Instruction Program.

For LID Assessment:

  • The Result Status from the Initial LID assessment is reported. Otherwise a null value is reported.

EL Program Participation:

  • Report the Result Status from the first entered (oldest) Initial LID assessment  (may not be inside reporting range nor in calendar year). Otherwise a null value is reported.
  • Expected reported values include: 1, 2, 3, 4, 5, 6

Char, 2 digits

stateTest.result

Student Information > Program Participation > English Learners (EL) > EL Assessments > EL Test Score Detail > Result Status

Placement Test Date

Identifies the date of the student's Placement test date.

For LID Assessment:

  • The Test Date from the Initial LID assessment is reported. Otherwise a null value is reported.

EL Program Participation:

  • Report the Test Date from the student's Last Entered (most recent) initial placement Assessment where Assessment Type = LID: Initial.

Date Field, 10 characters

MM/DD/YYYY

stateTest.
dateTaken

Student Information > Program Participation > English Learners (EL) > EL Assessments > EL Test Score Detail > Date

LID Assessment Setup

The following will walk you through the LID Assessment setup process:

  1. Navigate to Assessment > Test Setup and select the New Test icon.

  2. Select/Enter the following values:
    1. Enter a Name.
    2. Enter a Code. The code MUST begin with one of the following values:
      • LASO
      • LPTS
      • PLAS
      • WLPT
      • ELPA21 S
      • ELPA21 A
      • WIDA
    3. Campus recommends setting the test to a Test Type of State Test. If you are reporting via NASIS you can create your own LID Assessment and select the District Test radio button.
    4. Select the Date, Scale Score, and Result checkboxes.
    5. Enter Result Statuses as they appear in the image below.

  3. Click the Save icon. 


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