K-12 Student Course Assignment Extract V2 (Illinois)

Classic View: IL State Reporting > Student Course Assignment > K-12 Student Course Assignment V2

Search Terms: Student Course Assignment

The K-12 Student Course Assignment Extract Version 2 collects grade and course-related information for each student. One entry for each course/section in which students receive a state reported grade reports. If the student has multiple enrollments in the calendar where the following state reported fields have different values in each enrollment, course/section information reports multiple times:

  • Displaced Homemaker
  • Single Parent
  • RCTDS Fields (home school, serving district, home district, serving district)
K-12 Student Course Assignment V2

See the Student Course Assignment Reports article for Data Entry Verification.

Report Logic

Students must have had an active enrollment (includes Primary, Special Education or Partial enrollments) within the selected Start Date and End Date and must have been active in a course/section within the Start Date and End Date. Students must have the following fields populated in order to report:

  • End Date
  • Final Letter Grade
  • Course Credit

For students in grades PK-02, scheduled course/sections report that are scheduled within the report generation start and end dates where the State Code field is populated on the Course editor.

For students in grades 03-12, scheduled course sections report that are scheduled within the report generate start and end dates where the State Code field is populated on the Course editor and a Grading Task assigned to the course is marked as State Reported.

  • When the student is enrolled as of the report generation date, a record reports only when there is a final grade for each unique Student ID, Course State Code, Section Number and Term ID combination with the report generation dates. If there are multiple grades for each unique record, a grading task from the most recent term reports. See the Course End Date and Course Final Grade for additional logic.

This report uses the State Reported indicators to include grading tasks, score groups and courses.

  • A Grading Task must be marked as State Reported.
  • Score Groups must have grades mapped to state grades.
  • The state-reported Grading Task must be assigned to the Course.
  • The State Course Code field must be populated.
  • When a student has dropped the course and has no grade, a W reports for the Final Grade. 
  • Students who have a posted grade tied to the state-reported grading task assigned to the course have a Final Grade reported.
  • Students must have a grade posted to a grading task that is associated with the grade task and the score group.

The Course/Section reports once per student unless the following is met:

  • The student has the same course spanning the entire year, but each section of that course has a different section number.
  • The grading task marked as state reports has the term mask on the course marked in more than one term AND the section is scheduled into both of those terms.
  • The student has multiple enrollments with different values between the enrollments in any of the following fields:
    • Displaced Homemaker
    • Single Parent
    • RCTDS fields

If a student earns the same grade across multiple terms for the same state-reported grading task and that task is reported multiple times, the student reports multiple times. 

A student must be enrolled in a state grade of the following:

  • 15: Kindergarten
  • 01: Grade 1
  • 02: Grade 2
  • 03: Grade 3
  • 04: Grade 4
  • 05: Grade 5
  • 06: Grade 6
  • 07: Grade 7
  • 08: Grade 8
  • 09: Grade 9
  • 10: Grade 10
  • 11: Grade 11
  • 12: Grade 12

A course do NOT report when it is marked as State Exclude, when it is marked as Dual Credit, or when there is no score.

Report Editor

The following fields are available for selection.

FieldDescription
Extract TypeDetermines which Student Course Assignment Extract generates. For this extract, choose K-12 Student Course Assignment.
Start DateEntered date reflects the start date of enrollment records to return. Dates are entered in mmddyy format or choose the calendar icon to select a date.
End DateEntered date reflects the end date of enrollment records to return. Dates are entered in mmddyy format or choose the calendar icon to select a date.
File IdentifierIndicates the 3-digit number attached to the end of the file name and is used to differentiate the file from the other files generated.
In-Progress CoursesWhen marked, the extract reports only students who have roster start dates and roster end dates between the entered report generation dates are included in the extract.
99 Records OnlyWhen marked, the extract only reports student records where the roster start and end dates within the report generation dates are equal.
Students without State IDsWhen marked, the report returned students who do not have state IDs assigned.
Strip Apostrophes

When marked, the following marks are removed from student names and other reported data:

  • Apostrophes ('), Commas (,), Periods (.)
  • Umlaut (Ö)
  • Tilde (Ñ)
  • Grave Accents (Ò), Acute Accents (Ó)
  • Circumflex (Ô)

When not marked, these marks are not removed.

Report Protected IdentitiesWhen marked, student identity information (last name, first name, etc.) reports from the Protected Identity Information fields.
FormatDetermines how the report generates. Use the State Format (Comma Delimited) when submitting the report to the state. Use the HTML or Tab Delimited option when reviewing data prior to state submission.
Student Selection

Select students by choosing one or more grade levels or a saved ad hoc filter to use when generating this report.


Only those students in the selected grade levels report if they meet the reporting requirements. Only those students included in the filter report if they meet the reporting requirements.

Report GenerationThe report can be generated immediately using the Generate Extract button. When there is a larger amount of data chosen (several calendars, large date range, etc.), use the Submit to Batch button, which allows the user to choose when the report is generated. See the Batch Queue article for more information.
Calendar Selection
At least one calendar needs to be selected for the report to generate. Calendars can be chosen by Active Year, by School or by Year. If a calendar is selected in the Campus toolbar, that calendar is automatically selected.

Generate the Report

  1. Select the K-12 Student Course Assignment from the Extract Type field.
  2. Enter the Start Date and End Date for the report.
  3. Enter a File Identifier.
  4. If desired, mark the In-Progress Courses checkbox.
  5. If desired, mark the 99 Records Only checkbox.
  6. Select the Students w/o stateIDs checkbox to include students without state IDs within the report.
  7. If desired, mark the Strip Apostrophes checkbox.
  8. If desired, mark the Report Protected Identities checkbox.
  9. Select Format in which to generate the report.
  10. Select students by choosing Grade Levels or an Ad hoc Filter from the dropdown list.
  11. Select which Calendars to include.
  12. Select an Ad hoc Filter to reduce the students included in the report (optional).
  13. Select the Generate Extract button. The report displays in a separate window in the designated format.

This report can also be submitted to the Batch Queue for generation at a later time.

Student Course Assignment Extract - HTML Format

Student Course Assignment Extract - State Format

 Student Course Assignment Extract - Tab Delimited Format

Report Layout

The following provides the report field names and descriptions for the Header of the Report and the Extract itself.

Header Layout

Element

Description

Location

FileType

The name of the extract being generated. Reports a value of Student Course Assignment.

N/A

Total Records

The total amount of records generated.

N/A

File Name

EN + RCDT or District Name + _ + Date (mmddyyy)_File Identifier  (i.e., SCA12_5008210400200_06222005_001.ext)

N/A

File Date

The date the extract was generated.

N/A

RCDTS

The Region-County-District-Type-School code that uniquely identifies the school generating the extract.


RRCCCDDDDDTTSSSS, 15 characters

System Administration > Resources > District Information > State District Number, Type, Region Number, County


System Administration > Resources > School > State School Number


District.districtID

District.county

District.region

School.number

Extract Layout

Data Element

Description

Location

Student ID

Student's state-assigned identifier.


Numeric, 9 digits

Census > People > Demographics > Person Identifiers > State ID


Person.stateID

SAP ID

Student's district-assigned identifier.


Numeric, 5 digits

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Last Name

Student's legal last name.


When the Report Protected Identities checkbox is marked on the report editor, the student's last name reports from the Legal Last Name field if populated.


Alphanumeric, 50 characters

Census > People > Identity Information > Last Name


Identity.lastName


Census > People > Identities > Protected Identity Information > Legal Last Name


Identity.legalLastName

First Name

Student's legal first name.

When the Report Protected Identities checkbox is marked on the report editor, the student's first name reports from the Legal First Name field if populated.


Alphanumeric, 30 characters

Census > People > Identity Information > First Name


Identity.firstName


Census > People > Identities > Protected Identity Information > Legal First Name


Identity.LegalfirstName

Birth Date

Student's date of birth.


Date field, 10 characters (MM/DD/YYYY)

Census > People > Demographics > Person Information > Birth Date


Identity.birthdate

Home RCDTS 

The home district of the student that is reporting data.


RRCCCDDDDDTTSSSS, 15 characters

System Administration > Resources > District Information > State District Number, Type, Region Number, County


District.districtID

District.county
District.region


System Administration > Resources > School > State School Number


Dchool.number

Serving School RCDTS Code 

The serving district of the student that is reporting data.


RRCCCDDDDDTTSSSS, 15 characters

System Administration > Resources > District Information > State District Number, Type, Region Number, County


District.districtID

District.county
District.region


System Administration > Resources > School > State School Number


School.number

School Year

Reports the end year of the school year chosen in the extract editor.


Numeric, 4 digits (YYYY)

System Administration > Calendar > School Years > School Year Editor > Active year


Calendar.year

Term

Identifies in which term the class was taken. Terms include semesters, trimesters or year long courses.

  • If no value is selected, a NULL value reports.
  • If the section is tied to a calendar with the Summer School checkbox marked, Y2, T4, or S3 reports.

One of the following options reports, based on the selected value on the Sections editor for the Term Code field:

  • Y1 - Year Long
  • Y2 - Year Long Summer
  • S1 - Semester 1
  • S2 - Semester 2
  • S3 - Semester Summer
  • T1 - Trimester 1
  • T2 - Trimester 2
  • T3 - Trimester 3
  • T4 - Trimester Summer
  • Q1 - Quarter 1
  • Q2 - Quarter 2
  • Q3 - Quarter 3
  • Q4 - Quarter 4

Numeric, 2 digits

Scheduling > Courses > Course > Section > Term Code


Calendar.term

State Course Code

State number assigned to the course editor.


Alphanumeric, 4 characters

Scheduling > Courses > Course > Course Editor > State Code


Course.statecode

Local Course ID

School/District number assigned to the course. 


Alphanumeric, 4 characters

Scheduling > Courses > Course > Course Editor > Number


Course.number

Local Course Title

School/District name of the course.


Alphanumeric, 15 characters

Scheduling > Courses > course > Course Editor > Name


Course.name

Student Course Start Date

Date the student begins attending the course.

The date noted on the student's Schedule is used first. Then, if there is a start date on Section Roster, that date is used. If the Roster Edit date is null, the start date of the earliest term that section is scheduled to take place is used.


Date field, 10 characters (MM/DD/YYYY)

Student Information > General > Schedule

Scheduling > Courses > Section > Roster


Section.startDate

Section Number

Number of the course section being reported.


Numeric, 4 digits

Scheduling > Courses > Section > Number


Section.number

Course Level

Selection indicates the level of the course. If a course/section is assigned a value of 05: Special Education, a null value reports.

Options are:

  • 01: Remedial
  • 02: General
  • 03: Enriched
  • 04: Honors

Numeric, 2 digits

Scheduling > Courses > Course > Course Level


Course.level

Course Credit

Reports the potential credit amount a student could earn by completing this course section. The value is calculated as follows:

  1. For each section being reported, grading tasks assigned to the course where the credit value is not null are found. Of those grading tasks, the ones marked as state reported and have at least one term mask marked are found.
  2. Using the Section Schedule Placement grid on the Section, the number of unique terms is found (regardless of the number of periods or period schedules). For each of the grading tasks that meet the details in number 1, the number of scheduled terms that overlap the terms in which the grading task is marked is found. This number is multiplied by the credit amount placed on the grading task. 

If there are multiple grading tasks that meet requirements in number 1, the total potential credit is found for each grading task, then summed for the total.


If the student is enrolled in a state grade of K-08 AND there is no potential credit available, a value of 1.00 reports.


If the student is enrolled in a state grade of 09-12 AND there is no potential credit available, a value of 0.00 reports.


Reports up to three decimal places. If the number ends in zero, reports to two decimal places.


Numeric, 4 characters (X.XXX)

Scheduling > Courses > Course > Grading Tasks > Credit Amount


Scheduling > Courses > Course > Section > Section Placement

Articulated Credit

Indicates the student receives college credit for the course (based on the value assigned to the course) upon successful completion of the course while the student is in high school. Additional coursework might be needed at the college level. Extract reports the code associated with the Yes or No value (01 - Yes, 02 - No).


Numeric, 2 digits

Scheduling > Courses > Course > Articulated Credit


Course.articulatedCredit

Dual Credit

Indicates the student receives both high school and college credit for approved high school courses that follow additional and specific criteria qualifying it as a college-level course. Extract reports the code associated with the Yes or No value (01 - Yes, 02 - No).


Numeric, 2 digits

Scheduling > Courses > Course > Dual Credit


Course.dualCredit

Course Setting

Selection of how the course is delivered to the students for instruction. Options are:

  • 01: Traditional (default selection)
  • 02: Night/After School
  • 03: Online Learning
  • 04: Distance Learning
  • 05: Alternative Placement

Numeric, 2 digits

Scheduling > Courses > Course > Setting


Course.setting

 Actual Attendance 

 N/A  

N/A

 Total Attendance 

 N/A
 

N/A

Single Parent

Indicates the student meets the federal requirements for being reported as a Single Parent based on the most recent enrollment in the selected calendar (01 - checkbox selected, 02 - checkbox not selected).

  • If multiple calendars are selected AND the student has an active primary enrollment in both calendars, the most recent primary enrollment is used.
  • If the student has no primary enrollments in the selected calendars, the most recent enrollment is used.
  • If the student has multiple enrollments in a calendar selected, an entry for each enrollment if the value of this field is different for each enrollment record.

Numeric, 2 digits

Student Information > General > Enrollment > State Reporting Fields > Single Parent


Enrollment.singleParent

Displaced Homemaker

Indicates the student meets the federal requirements for being reported as a Displaced Homemaker based on the most recent enrollment in the selected calendar (01 - checkbox selected, 02 - checkbox not selected).

  • If multiple calendars are selected AND the student has an active primary enrollment in both calendars, the most recent primary enrollment is used.
  • If the student has no primary enrollments in the selected calendars, the most recent enrollment is used.
  • If the student has multiple enrollments in a calendar selected, an entry for each enrollment if the value of this field is different for each enrollment record.

Numeric, 2 digits

Student Information > General > Enrollment > State Reporting Fields > Displaced Homemaker


Enrollment.displaceHomemaker

Course Numeric Grade 

 N/A 

N/A

Maximum Numeric Grade 

 N/A

N/A

Course End Date

End date of the course based on the student's schedule and roster end date.

  • If there is an End Date entered in the Roster Edit field on the student's Schedule tab for a course, that date reports.
  • If the Roster Edit field is not populated, the End Date for the last term in which the section is scheduled reports.
  • If the course/section ends after the date the report is generated, or the end date on the student's schedule (roster) is after the date the report is generated, no date reports.

Future end dates do not report.


Date field, 10 characters (MM/DD/YYYY)

Scheduling > Courses > Section > end Date


Section.endDate


Student Information > General > Schedule

Course Final Grade

The student's final grade in the course, based on the grading task grade posted to the student. This score includes successful completion, failure or otherwise.


Logic for this value looks first to the State Course Score. 

  • If there is no score to report and the student's roster end date is before the Section End Date, a value of 17 (Withdraw) reports. 
  • If the student is currently enrolled in the course as of the report generation end date and there is no score to report, a value does not report. 

When the In-Progress checkbox is marked, records report for students where their student roster start date or end date is within the report generation dates. 

  • If there is a score for the student, that value reports.
  • If the student is currently enrolled in the course and has no grade, no value reports.
  • If the student has a roster end date within the report generation dates and there is no score, a value of 17 reports.  

When In-Progress is NOT marked, enrollments that have ended and do not have a score report as 17 (Withdraw).


When 99 Records Only is marked, all records report a value of 99.


When erroneous record is sent, a value of 99 reports.


See the State Course Scores table for a list of reported values.


Numeric, 2 digits

Grading and Standards > Score Groups and Rubrics > Score Group > State Course Score


Score.gradingTask

Language Code Course was Taught In

Reports the assigned Language code from the Course tab.


If no language is selected, reports a value of 000.


Numeric, 3 digits

Scheduling > Courses > Course > Course Language

Course.instructionLanguage
Competency Based Education

Indicates the course is considered part of Competency Based Education.


Reports 01 when the Competency Based Education checkbox is marked on the Course tab. Otherwise, reports 02.


Numeric, 2 digits

Scheduling > Courses > Course > Competency Based Education

Course.comptencyBased

State Course Scores

CodeNameDescription
01A+Student received course term credit.
02A
03A-
04B+
05B
06B-
07C+
08C
09C-
10D+
11D
12D-
13FStudent did NOT receive course term credit.
14SSatisfactory or Pass. Student received course term credit.
15UUnsatisfactory. Student did NOT receive course term credit.
16IIncomplete. Student was enrolled on Course End Date. Student did NOT receive course term credit.
17WWithdrew from course. Student did NOT receive course term credit. Student was not enrolled on Course End Date.
18WPWithdrew from course. Student did receive course term credit. Student was not enrolled on Course End Date.
19AuditStudent audited the course. student did NOT receive course term credit.
20XStudent waived from course requirement. Student did NOT receive course term credit. Student did NOT receive a final grade.
21Above AverageStudent's performance exceeds expectations (Grades K-8 only).
22AverageStudent's performance meets expectations (Grades K-8 only).
23Below AverageStudent's performance was below expectations (Grades K-8 only).
24PStudent was promoted at end of term (Grades K-8 only).
25RStudent was retained at end of term (Grades K-8 only).
26NStudent did not complete the term (Grade K-8 only).
27ExceptionalStudent demonstrates the skill or understands the concepts at a level exceeding expectations for the reporting period.
28Meets Standard(Developing Appropriately) Student usually demonstrates the skill or understands the concepts and meets expectations for the reporting.
29Approaching Standard(Beginning to Develop) Student sometimes demonstrates the skill or understands the concepts and meets some expectations for the reporting period.
30Below Standard(Needs to Develop) Student seldom demonstrates the skill or understands the concepts and is not meetings expectations for the reporting period.
99ErroneousRecord entered in error. School district mistake.