KIDS KCAN Extract (Kansas)

Classic View: KS State Reporting > KIDS KCAN

Search Terms: KCAN

The Kansas CAN (KCAN) extract focuses on providing links among the courses students take during the school year, including the educator teaching the course and the outcome in the course. KCAN Records should be submitted as soon as possible after a grade is determined. KCAN Records must be submitted in a batch by themselves (they cannot be included with other KIDS Data Collection reports).

KIDS KCAN Extract

Report Logic

Each term in which a grading task is scheduled, and each grading task or standard marked as State Reported for each student who has been enrolled in the course during the calendar(s) selected on the extract editor produces a record. One-time grading tasks or standards report once per student.

Only passing grades are reported.

Students and courses marked State Exclude do not report.

If an Ad hoc Filter is chosen in the report editor, only students or courses identified by that filter report.

Multiple files should be generated to include all records if an inadequate Maximum Records Per File number is chosen.

Courses do not report when they are marked as Course Exclude. Students do not report when their enrollment is marked as State Exclude, their grade level is marked as State Exclude or they are enrolled in a calendar marked as State Exclude.

CTE Certificates report only when the Date Earned on the certificate falls within the dates of the reporting calendar (school year start date to school year end date for the selected calendar).

Migrant Students, Virtual Education Students, and Career Tech Students

  • Migrant students are included when the Migrant Indicator on Program Participation > Migrant tool is set to 1: Currently a Migrant Student as of the entered effective date of the report.
  • Virtual education students are included when the Virtual Ed Student on the enrollment has a value selected.
  • Career Tech students are included on the report when they are scheduled into courses with a specific College/Career Type setting (marked on the Course Custom Data Elements editor). F, C, L and X are the only course codes that report. All CTE courses for students report whether or not they received a passing grade. Only a posted grade is necessary.

Course Status

The course status field reports the students progress in the selected calendar. This is a calculated value, based on the student's letter grade in the course.

The following table lists the business logic for the reported values.

Reported ValueReports When
00

The student does not have a grade for a grading task or standard being reported, and the student has not dropped the course or left the school, and the effective date of the report is prior to the end of the course.


The student must be marked as a migrant student in order to report this value.

01
  • The student has a letter grade for a grading task or standard being reported, and
  • The letter grade is marked as passing as of the effective date selected in the extract editor.

The logic looks at the score group/rubric used in the grading task or standard to determine if the grade is a passing score.

02
  • The student has a letter grade in a grading task or standard being reported, and
  • The letter grade is NOT marked as passing as of the effective date selected in the extract editor.

The logic looks at the score group/rubric used in the grading task or standard to determine if the grade is a passing score.

04
  • The student does NOT have a letter grade for the grading task/standard being reported, and
  • The student has dropped the course before the end date of the course, but has attended class at any time during the period of the course for any length of time

The student must be marked as Migrant in order to report this value. Reporting this value triggers the Instructional Minutes Completed field to populate with the number of instructional minutes the student has completed.

44
  • The student does not have a final grade posted and the student is marked as Migrant, and
  • The section of record has ended prior to the effective date entered on the extract editor
  • The student has attendance recorded for the section record.
80
  • The student does not have a final grade posted, and
  • The student is marked as Migrant through the summer or a new Migrant Indicator is created for the summer session (June 1 through September 3)
90
  • The student has a Certification for a Course Section
  • The local course ID and KCC Identifier field is Certificate.
99Reports when the record was submitted in error. This is a manual code for use directly in KDSE/KIDS.


Report Editor

Field

Description

Effective Date

The date on which data is extracted. The Effective Date is set to the current date by default. Dates are entered in mmddyy format or by clicking the calendar icon and selecting a date.

Student Ad Hoc Filter

If desired, an Ad hoc filter using the Student data type may be selected to further narrow the results. Only students included in this filter are included in the report.

Course Ad Hoc Filter

If desired, an Ad hoc filter using the Course/Section data type may be selected to further narrow the results.

Format

The format in which the extract is generated. Use State Format(Tab Delimited) when submitting to the state; otherwise, use HTML, CSV or XML to review data prior to submission.

Record Type

Indicates the type of record being generated:

  • Certificates and Course Outcomes - this is the default selection. When chosen, all records report.
  • Certificates Only - reports only records where the KCC Identifier Field is Certificate. This also requires the CTE Certification field to report a value.
  • Course Outcomes Only - reports only records where the KCC Identifier field is NOT Certificate.

Maximum Records Per File
(state format only)

The maximum number of records that may be extracted if the report is being generated in State Format (Tab Delimited). This field defaults to 20000.

Select Calendars

The calendars from which data is extracted. At least one calendar must be selected in order to produce an extract.

Generate the Report

  1. Enter an Effective Date.
  2. Select a Student Ad Hoc Filter if needed.
  3. Select a Course Ad Hoc Filter if needed.
  4. Select the appropriate Format.
  5. Select the desired Record Type.
  6. Enter a Maximum Records Per File.
  7. Select the calendars to include in the extract.
  8. Click Generate Extract. The extract will appear in the selected format. 

KIDS KCAN Extract - HTML Format

Report Layout

Report Header

Element

Description

Record Type

2 bytes, must contain the characters TH.

Extract Date

10 bytes, date the export file was created; MM/DD/YY format

Extract Time

8 bytes, time export file was created; HH:MM:SS format

Transmission ID

10 bytes, must match the Transmission ID field in the Footer Record.

Version

10 bytes, always 18.0

Delimiter Character

25 bytes, 0X09 for tab; 0X2C for CSV

Report Body

Element

Description

Location

Record Type

Indicates the collection to which the record belongs.


Reports as KCAN.


Alphanumeric, 4 characters

Not Dynamically Stored

Student AYP/QPA School Identifier

Reports the school number for the calendar being reported where the student is assigned for accountability purposes.


The AYPSchool is the school number of the student's enrollment.

Override

  • There is an override in Student Information > General > Enrollments > State Reporting Fields > AYP School Override 1. If an override is selected, this information reports. 
  • Override 2 is ignored

Reporting logic

The State School Number, unless the AYP School Override 1 field on the enrollment record is populated, then that value reports.


If the AYP School Override 1 field is not populated, then the School AYP Number reports .


If the School AYP Number is not populated, the school number reports.


Numeric, 4 characters

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


School.number


Student Information > General > Enrollments > State Reporting Fields > AYP School Override 1


Enrollment.schoolAYP1

Student Legal Last Name

Reports the last name of the student.


If the Legal Last Name field is populated, information reports from that field.


Alphanumeric, 60 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName


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


Identity.legalLastName

Student Legal First Name

Reports the first name of the student.


If the Legal First Name field is populated, information reports from that field.


Alphanumeric, 60 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName


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


Identity.legalfirstName

Student Legal Middle Name

Identifies the student's legal middle name.


Alphanumeric, 60 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

Student Generation Code

Identifies the student as having a suffix (e.g., Jr., III) assigned to their name. 


Alphanumeric, 10 characters

Census > People > Demographics > Person Information > Suffix


Identity.suffix

Student Gender

Indicates whether the student is male of female.


If the Legal Gender field is populated, information reports from that field.

1: Male
0: Female


Numeric, 1 digit

Census > People > Demographics > Person Information > Gender


Identity.gender


Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender


Identity.legalGender

Student Date of Birth

Identifies the date on which the student was born.


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

Census > People > Demographics > Person Information > Birth Date


Identity.birthDate

Student Current Grade Level

Identifies the grade in which the student is enrolled. If the student has multiple enrollment records in the same school and the same calendar year, and one or more of those records is ended while another record is active, the current grade level reports from the active enrollment record.


Alphanumeric, 2 characters

Student Information > General > Enrollments > Grade Level 


Enrollment.grade

Student Local ID

Identifies the unique code assigned to the student by the school.


Alphanumeric, 20 characters

Census > Person > Demographics > Person Information > Student Number


Student.number

Student Hispanic Ethnicity

Indicates whether the students ethnicity is Hispanic/Latino.


Alphanumeric, 1 characters (Y/N)

Census > People > Demographics > Person Information > Race Ethnicity > Is the individual Hispanic/Latino


Identity. hispanicLatino

State Student Identifier

Identifies the unique number given to the student by the KIDS Assignment System.


Numeric, 10 digits

Census > People > Demographics > Person Identifiers > State ID


Person.stateID

School Year

Identifies the ending year of the current school year. For example 2021-2022 reports 2022.


Numeric, 4 digits

System Administration > Calendar > Calendar > Calendar > End Date


Calendar.endYear

Student Comprehensive Race

Identifies the student's federal race/ethnicity. Options are as follows:

  • 10000: White
  • 01000: Native Hawaiian/Pacific Islander
  • 00100: Black
  • 00010: Asian
  • 00001: American Indian/Alaskan Native

Numeric, 5 digits

Census > People > Demographics > Person Information > Race/Ethnicity > Race


RaceEthnicity.code

Virtual Education Student

Indicates whether a student is participating in a virtual education school or program that is approved for State funding. This only reports if the submitter is the school or district providing the virtual education services or contracting with an approved program to provide the virtual education services via a service center.


Students in grades 00-04 report a value of zero (0).  In order to report a value that is not zero (0), the Current Grade Level must be 05-18.


Reports the assigned value identifying the student as a virtual education student:

  • 0: Student is not a Virtual Education Student and has not been during the current school year
  • 1: Student is currently a Virtual Education Student
  • 2: Student is not currently a Virtual Education Student, but has been at some point during the current school year. 

Numeric, 1 digit

Student Information > General > Enrollments > State Reporting Fields > Virtual Ed Student

Enrollment.virtualEd
Migrant Student

Indicates the student meets the requirements of being considered a migrant. See the Report Logic section for more information.

A value of 1 reports when:

  • A Migrant record exists for a student where the Start/End Date of that record falls within the current school year's enrollment AND within the Effective Date of the extract.
  • A Migrant record exists where the End Date is blank and the Start Date is before the current school year's enrollment OR before the Effective Date of the Extract.
  • A Migrant record exists where the Start Date is before the Effective Date of the Extract, but the End Date is AFTER the Effective Date of the extract.
  • Otherwise, a value of 0 reports.

Numeric, 1 digit

Student Information > Program Participation > Migrant Indicator

Migrant.migrantCOEStatusIndicator
Single Parent

Indicator of whether the student is a single parent during the school year.

  • Reports a value of 0 when the Single Parent Code is No.
  • Reports a value of 1 when the Single Parent Code is Yes.
  • Reports blank when the student is not a CTE student.

This field reports when the KCC Identifier field has a last character of F, C, L or X. 


Numeric, 1 digit

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

Enrollment.singleParent
Term

Reports the term in which the course was taken and a credit was earned, as follows. Only previous terms within the current school year and current terms report.

  • S1 = Semester 1
  • S2 = Semester 2
  • Q1 = Quarter 1
  • Q2 = Quarter 2
  • Q3 = Quarter 3
  • Q4 = Quarter 4
  • T1 = Trimester 1
  • T2 = Trimester 2
  • T3 = Trimester 3
  • YR = Year Long
  • SM = Summer

To report as SM, the Summer flag must be marked on the Calendar and the Section Schedule Placement.


If summer is not marked, and the calendar is set up in quarters:

  • If section is 1 quarter long and scheduled first quarter, reports Q1
  • If section is 1 quarter long and scheduled second quarter, reports Q2
  • If section is 1 quarter long and scheduled third quarter, reports Q3
  • If section is 1 quarter long and scheduled fourth quarter, reports Q4
  • If the section is 2 quarters long and scheduled quarters 1 and 2, reports S1
  • If the section is 2 quarters long and scheduled quarters 3 and 4, reports S2

If summer is not marked, and the calendar is set up in semesters:

  • If scheduled first semester, reports S1
  • If scheduled second semester, reports S2

If summer is not marked, and the calendar is set up in trimesters:

  • If first 12 week session (Trimester), reports T1
  • If second 12 week session (Trimester), reports T2
  • If third 12 week session (Trimester), reports T3

If summer is not marked, and the calendar is set up as one year, reports as YR.


If the KCC Identifier field is Certificate, reports as YR.


If there are multiple term schedules, the term to which the course is linked in the Section Schedule Placement reports.


If the calendar is not set up for one of these term codes, reports NULL.


Alphanumeric, 2 characters

System Administration > Calendar > Calendar > Terms


TermSchedule.name


Scheduling > Courses > Section > Section Schedule Placement

KCC Identifier

Identifies the number given to each course the district has mapped in the Kansas Course Code Management System. This value reports from the Credits field on the Grading Task assigned to the course.

  • A Concatenated value reports, see KCC Identifier Creation after this report layout.
  • When a one-time grading task marked as state reporting does not have a credit value, attached to it, the credit amount is 0.00.
  • For one-time grading tasks that have a credit value, the credit amount reflects the credit amount listed for the grading task. If the Credit Value is .25, this field reflects the value of .25.

If a student has a certificate, a line reports as Certificate if the student is assigned to an Acadmic (CTE) Program Passed is marked.


Alphanumeric, 17 characters

Date not stored

Course Section

This number is made up of the course's Section ID, Grading Task ID and the Term Number for the grade being reported. This is a locally identified value that helps distinguish multiple local courses that map to the same KCC Identifier.


If a student has a completed certificate (marked as passed), this field reports a value of Certificate.


If the KCC Identifier field reports a value of Migrant Student, this field reports a value of MigrantStudent.


Alphanumeric, 30 characters

Scheduling > Courses > Section > Section ID


Section.sectionID


Grading and Standards > Grading Tasks > Grading Task ID

Local Course ID

Identifies the unique number assigned to the course.


If a student has a completed certificate (marked as passed), this field reports a value of Certificate.


If the KCC Identifier field reports a value of Migrant Services, this field reports a value of MigrantServices.


Alphanumeric, 50 characters

Scheduling > Courses > Course > Number 


Course.number

Course Status

Indicates the student's course progress. Progress is determined by the letter grade ONLY that is assigned to the student; percentage values are not used in the calculation.


See the Course Status section for detailed logic and reported values. 


For example:

  • If a student's grade is a B and letter grade B is marked as a passing score on the Score Group/Rubric, a value of 01 reports, regardless of the percentage given for that letter grade.
  • If a student's grade is F and letter grade F is not marked as a passing score on the Score Group/Rubric, a value of 02 reports, regardless of the percentage given for that letter grade.

Numeric, 2 digits

Scheduling > Courses > Course > Section > Grading by Task > Task > Student > Score

Letter Grade

Indicates the categorical letter grade level achieved as of the end of the course.

This field is required if 1 or 2 is reported for field 20. This does not have to be a letter grade.

The student's letter grade is reported from the Grading Task or Standard. The first two characters of the grade are reported.


Alphanumeric, 2 characters

Scheduling > Courses > Course > Section > Grading By Task > Task > Student > Percent/Score

Percent Grade

Percent achieved as of the end of the course from 0 to 100%.

This field is required if 1 or 2 is reported for field 20.

The student's percentage sill be reported from the Grading Task or Standard. The first two characters of the grade are reported, rounded to one decimal.


Numeric, 5 digits (XXX.X)

Scheduling > Courses > Course > Section > Grading By Task > Task > Student > Percent/Score

Work-Based LearningIndicates whether the student participates in work-based learning. 
  • Reports a value of 01 when the Work-Based Learning checkbox is marked on the Course editor.
  • When the KCC Identifier field reports a value of Certificate or Migrant Services, a blank value reports.  
  • Otherwise, a value of 00 reports.

Numeric, 2 digits

Scheduling > Courses > Course > Work-Based Learning



Course.vocationalCode
College Credits Earned

Reports the credits earned toward college. 


Report value entered in College Credits if the Course Status field reports a value o= 01. 


Otherwise, reports a value of zero (0).


The College/Career Type must be C, D, L or R to report College Credits Earned.


Numeric, 5 digits (XX.XX)

Scheduling > Courses > Course Section > Custom Data Fields > College Credits

Course.collegeCredits
CTE Certification EarnedReports the certificate the student earned if the student passed the certification.

Alphanumeric, 35 characters
Student Information > Academic Planning > Programs > CTE Program

ProgramParticipation.certificationName
Date EarnedReports the date the student earned the certification.

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


Student Information > Academic Planning > Programs > CTE Program > Certifications > Date

ProgramParticipation.certificationDate
Graduation Year

Reports the end year associated with the certification.


If the Diploma Date field is blank on the student's Graduation tab, this field reports the NCLB Cohort Year.


If the KCC Identifier field reports a value of 'Certificate', this field reports the student's year of graduation.


Date field, 4 digits (YYYY)

Student Information > Academic Planning > Programs > CTE Program > Certifications > Date

ProgramParticipation.certificationDate
First Instruction DateReports the student's enrollment start date. If the student is a Migrant student, reports the student's Migrant Start Date.

When the student is a Migrant student and the KCC Identifier field is NOT Certificate, the current term is based on the Effective Date entered in the extract editor and the date reports using the following logic:
  • When the Roster Start Date is populated, that date is used as the Compare Date. Otherwise, the Enrollment Start Date is used.
  • When the Compare Date is BEFORE the first day of the current term, the Start Date of the current term reports.
  • When the Compare Date is AFTER the first day of the current term, the Compare Date reports.

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

Student Information > General > Enrollments > Start Date


Enrollment.startDate


Student Information > General > Schedule > Walk-In Scheduler > Roster Start Date


Roster.startDate


System Administration > Calendar > Calendar > Terms > Start Date


Term.startDate


Last Instruction DateReports the student's enrollment end date. If the student is a Migrant student, reports the Migrant End Date.

When the student is a Migrant student AND the Course Status field reports a value of 01, 02 or 04, the current term is based on the Effective Date entered in the extract editor and the date reports using the following logic:
  • When the Enrollment End Date AND the Roster End Date are both populated, the earlier date between the two is used. Otherwise, whichever date field is populated is used as the compare date. 
  • When the Compare Date is AFTER the last day of the current term, the End Date of the current term reports.
  • When the Compare Date is BEFORE the last day of the current term, the Compare Date reports. 

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

Student Information > General > Enrollments > End Date


Enrollment.endDate


Student Information > General > Schedule > Walk-In Scheduler > Roster End Date


Roster.endDate


System Administration > Calendar > Calendar > Terms > End Date


Term.startDate

Instruction Minutes Completed

Reports the total number of instruction minutes for the student, from the first instruction date to the last instruction date.


If the student is a Migrant (the Migrant Indicator field on Program Participation > Migrant reports a value of 1) and the student's Course Status does not have a letter grade (Course Status field reports a value of 04), this field reports a value.


Numeric, 10 characters

Calculated value

 User Field 1 

N/A

N/A

 User Field 2 

N/A

N/A

 User Field 3 

N/A

N/A

Report Footer

Element

Description

Record Type

2 bytes, must contain the characters TT.

Transmission ID

10 bytes, must match the Transmission ID field in the Header Record.

Number of Record

10 bytes, number of records including header and footer records.

KCC Identifier Creation

Concatenate the following values into a single output (e.g.,02052G0.501214GGN):

Field

Length

Campus Database

Campus Interface

Example

Subject Area Code

2 characters

Course.subjectAreaCode

Scheduling > Courses > Course > Subject Area Code

02052G0.501214GGN

Course Identifier

3 characters

Course.stateCode

Scheduling > Courses > Course > State Code

02052G0.501214GGN

Course Level

1 character

Course.courseLevel

Scheduling > Courses > Course > Course Level

02052G0.501214GGN

Credits

4 characters

GradingTaskCredit. credit

Course > Grading Tasks > Grading Task > Credit

02052G0.501214GGN

Sequence

1 character

Sequence.course

Scheduling > Courses > Course > Sequence

02052G0.501214GGN

Sequence Total

1 character

Course.sequenceTotal

Scheduling > Courses > Course > Sequence Total

02052G0.501214GGN

Grade Level

2 characters

Course.grade

Scheduling > Courses > Course > Grade Level

02052G0.501214GGN

Targeted Program

1 character

Course.targetedProgram

Scheduling > Courses > Course > Targeted Program

02052G0.501214GGN

Delivery Type

1 character

Course.deliveryType

Scheduling > Courses > Course > Delivery Type

02052G0.501214GGN

College/Career

1 character

CareerCollege.course

Scheduling > Courses > Course > Career College

02052G0.501214GGN


Previous Versions

KIDS KCAN Extract (Kansas) [.2144 - .2227]