SIRS Student Class Grades Detail (New York)

Last Modified on 10/22/2022 10:33 am CDT

Classic View: NY State Reporting >SIRS Extracts > Student Class Grades Detail

Search Terms: SIRS Extract

The Student Class Grades Detail reports student grades that are associated with a specific course.

Student Class Grades Detail Editor

Reporting Logic

  • To report, the course must have a Grading Task marked as State Reported. (Grading & Standards > Grading Task > State Reported must be checked.)

  • Reports student grades that are associated with a course where the Course > State Code is not null.

    • Students that DO Report

      • Students with a Score attached to a State Reported Grading Task.

      • Students whose course has ended.

      • Students who drop a course after attending any instructional time before their roster end date.

    •   Students that do NOT Report

      • Students that drop a course before the first day of the course.

      • Students that drop a course after the first day of the course but are absent for all possible instructional minutes before their roster end date.
      • Students that are currently rostered as of the Effective Date and have not received a grade.
      • Students assigned a grade that is mapped to the Class Detail Outcome Code  X: Do Not Report.
  • Full Academic Year Date is ignored when generating this report.
  • When the Ignore Enrollment State Exclude checkbox is marked, enrollment records with "State Exclude" selected ARE included.
  • When the Include Transfer Transcript Records checkbox is marked, all stand-alone transfer records for students enrolled in the selected calendar(s), are included if the following are true:

    • If a transcript record exists in a student's Transcript tool for a year tied to the same year as the calendar selected on the extract editor, AND

    • The transcript record is for a course that is not tied to a section offered in the school; i.e., it was added as a stand-alone transfer record, and there is no section ID. (Having an identical course number to a course with a section in the calendar does not alter the fact that it is a transfer record.)

  • If a student has multiple enrollment records to report for one calendar, a single record reports per course for the enrollment record that has the highest primacy ranking.

    Type

    Primacy

    P: Primary

    1
    P: Primary with most recent enrollment Start Date 2
    P: Primary with most recent enrollment Start Date and most recent End Date 3

    S: Partial

    4
    S: Partial with most recent enrollment Start Date 5
    S: Partial with most recent enrollment Start Date and most recent End Date 6

    N: Sped

    7
    N: Sped with most recent enrollment Start Date 8
    N: Sped with most recent enrollment Start Date and most recent End Date 9

Best Practice for Transfer Score Groups

The best practice for Transfer records is to have unique scores set up in the Score Groups and Rubrics. If duplicate scores exist; e.g. two different Score Groups with a value of "60" where one value is marked as a passing score and one is not, the report cannot determine which "60" to report and randomly makes a selection. If duplicate values are required, it is best to make one unique by adding a special character; e.g., 60*.

Extract Editor Field Descriptions

Field Descriptions
Extract Type The SIRS Extract to be run.
Effective Date The date for which information reports.
Included State Grade Levels

Identifies the state grade levels to include in the report.
Format The Format in which the report should generate. Options are State Format (CSV) and HTML. Use State Format for reporting information to the state and the other types for data review and verification.
Ad Hoc Filter

Selecting a filter limits the results to only those included in the filter.
Column Headers Indicates whether Column Headers should be included in the report. This dropdown list applies to State Format (CSV).
Ignore Enrollment State Exclude

When Ignore Enrollment State Exclude is checked, enrollment records with "State Exclude" selected ARE included.
Include Transfer Transcript Records

When this checkbox is marked, all stand-alone transfer records for students enrolled in the selected calendar(s), are included if the following are true:

  • If a transcript record exists in a student's Transcript tool for a year tied to the same year as the calendar selected on the extract editor, AND

  • The transcript record is for a course that is not tied to a section offered in the school; i.e., it was added as a stand-alone transfer record, and there is no section ID. (Having an identical course number to a course with a section in the calendar does not alter the fact that it is a transfer record.)

Generate Extract/

Submit to Batch

 Users have the option of submitting a report request to the batch queue by clicking Submit to Batch instead of immediately generating the report by clicking Generate Extract. The batch process allows larger reports to generate in the background without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the  Batch Queue  article.
Select Calendars Identifies which Calendar(s) should be included in the report. Calendars can be sorted by active year, by school or by year.

Student Grades Data Elements

 #
 Column
 Description
 Type, Format, and Length
 Campus Database
 Campus Location

1

District Code

The code that identifies the district and its schools for reporting purposes. The prefix "NY" is added to the district number. For example, if the district number is 662001, the District Code is NY662001.

Numeric, 8 digits

district.number

System Administration > Resources > District Information > State District Number

2

Location Code

The code that identifies the location for reporting purposes.

Reports from the Enrollment tool. If the Location Override is blank, this field reports the school's Location Code.

If a student has consecutive enrollments, this information reports from the enrollment record that was active as of the last day of the term that the state reported Grading Task was assigned to.  If there are multiple enrollments active as of that date, report:

  • the enrollment record with the highest primacy ranking, or
  • the enrollment with the earliest Roster End Date (if they dropped the the course), or
  • the enrollment with the earliest Term End Date.

Numeric, 6 digits

CustomStudent.value

OR

district.location

Student Information > General > Enrollment > Location Override

OR

System Administration > Resources > School > School > Location Code

3

Course Code

The code that identifies the course. This number is used for identification, searching, and making requests. It appears on student schedules and transcripts.

Alphanumeric, 25 characters

course.number

Scheduling > Courses > Course > Number

4

School Year Date

Default date is June 30 of the reporting school year. For example, if the 1011 Calendar is selected, the School Year Date is 2011-06-30.

Date field, 10 digits

YYYY-06-30

calendar.endDate

System Administration > Calendar > Calendar > Calendar > End Date

5

Supplementary Course Differentiator

This field reports "NA."

Alphanumeric, 3 characters

Not dynamically stored

Not dynamically stored

6

Section Code

The code that identifies the section of the course. This number is used for identification, searching, and making requests.

Alphanumeric, 25 characters

section.number

Scheduling > Courses > Sections > Section Number

7

Student ID

 The student's Local Student Number.

Alphanumeric,12 characters

Person.studentNumber

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

8

Grade Detail Code

Grading tasks marked as State Reported report FG in this field.

Alphanumeric, 20 characters

Not dynamically stored

Not dynamically stored

9

Reporting Date

Default date is June 30 of the reporting school year. For example, if the 1011 Calendar is selected, the School Year Date is 2011-06-30.

Date field, 10 digits

YYYY-06-30

calendar.endYear

System Administration > Calendar > Calendar > Calendar > End Date

10

Marking Period Code 

Reports the Marking Period Code based on the Calendar > Term > Sequence associated with the end date for the course being reported. See the following Marking Period Code table for the codes that report.

Numeric, 1 digit

Not dynamically stored.

Not dynamically stored.

11

Display Grade 

Field reports blank.

N/A

N/A

N/A

12

Alpha Grade 

 Field reports blank.

 N/A N/A N/A

13

Numeric Grade 

  Field reports blank.  N/A N/A N/A

14

Class Detail Outcome Code

This field indicates whether the course was passed or failed. The following logic applies:

  •  If the Passing Score checkbox is marked, this field reports  P (Pass).  
  •  If the  Passing Score  checkbox is not marked, this field reports F (Fail). 
  •  A student grading record where the student has dropped the course on or after the start of the course will report N.
  • A student grading record where the student has not received a grade and the course has concluded reports N.
  • A student grading record where the student drops before the first day of the course will not report.

If a student is assigned a grade that is mapped to a Class Detail Outcome Code the following logic applies:

  • If the code N: Not Complete is tied to the grade, then this field reports N.
  • If the code X: Do Not Report is tied to the grade, the record does not report in this extract.

Alphanumeric, 2 characters

ScoreListItem.
passingScore

ScoreListItem.
classDetail
OutcomeCode

Grading & Standards > Score Groups > Passing Score

Grading and Standards > Score Groups and Rubrics > Score Groups & Rubrics Editor > Score Groups / Rubrics List Items Detail

15

GPA Impact Code 

Field reports blank.

N/A

N/A

N/A

16

Evaluator 1 Staff ID 

Field reports blank.

N/A

N/A

N/A

17

Student Class Grade Detail Comment 

Field reports blank.

N/A

N/A

N/A

18

Course Instructor Snapshot Date 

Field reports blank.

N/A

N/A

N/A

19

Evaluator 1 Controlling District Code 

Field reports blank.

N/A

N/A

N/A

20

Term Code

The term in which the course is offered. Term Codes describe the calendar terms of the reported calendars. If the Marking Period Code is 8, this field reports 0. See the following table for more information.

Numeric, 1 digit

Term.stateCode

System Administration > Calendar > Term > Term Code

21

State Assessment Included Indicator

This field reports "Y" if the Regents assessment grade is included in the Final Course Grade calculation; i.e., the State Code or Code ends with an R.  Otherwise, this field reports "N."

Alphanumeric, 3 characters

Course.stateCode, GradingTask.code

Scheduling > Courses > State Code
Grading Task > Code

22

Credits Attempted

The total credit value assigned to the course.

Credits report even if a student is assigned a grade that is mapped to the Class Detail Outcome Code N: Not Complete.

Numeric, 8 digits

TranscriptCredit.
creditsAttempted

Student Information > General > Transcripts > Credits Attempted

23

Credits Earned

The total credits earned by the student for this course.

Credits report even if a student is assigned a grade that is mapped to the Class Detail Outcome Code N: Not Complete.

Numeric, 8 digits

TranscriptCredit.
creditsEarned

Student Information > General > Transcripts > Credits Earned

24

Student Class Credit Type 

Field reports blank.

N/A

N/A

N/A

25

Dual Credit Code

 The setting where the student is taking the course for college credit. Alphanumeric, 20 characters

TranscriptCourse.dualCreditCode

Roster.dualCreditCode

Section.dualCreditCode

Course.dualCreditCode

Student Information > Counseling > General > Transcript > Course > Additional Information > Dual Credit Code
OR
Student Information > General > Transcript > Dual Credit Code

Student Information > General > Schedule > Walk-in Scheduler > Roster Edit > Dual Credit Code
OR
Scheduling > Courses > Course > Section > Roster Batch Edit > Dual Credit Code

Scheduling > Courses > Section > Dual Credit Code

Scheduling > Courses > Course > Dual Credit Code

26

Cumulative Clock Time 

Field reports blank.

N/A

N/A

N/A

27

Evaluator 2 Staff ID 

Field reports blank.

N/A

N/A

N/A

28

Evaluator 3 Staff ID 

Field reports blank.

N/A

N/A

N/A

29

Evaluator 2 Controlling District Code 

Field reports blank.

N/A

N/A

N/A

30

Evaluator 3 Controlling District Code 

Field reports blank.

N/A

 N/A

N/A

31

 Instruction Type Code 

Field reports blank.

N/A

N/A

N/A

32

Instruction Deliver Method Code 

Field reports blank.

N/A

N/A

N/A

33

Instruction Medium Type Code 

Field reports blank.

N/A

N/A

N/A

34

Course Delivery Model Code 

Field reports blank.

N/A

N/A

N/A

35

Course Completion Indicator 

Field reports blank.

N/A

N/A

N/A

36

 Post Secondary Credit Units 

The credits for each course awarded to the student during the school year by a higher education institution. If the Post Secondary Credits Earned field has a value, that value reports. Otherwise, this field reports null.

Decimal,

NNNNN.NN

TranscriptCourse.postSecondaryCredits

Student Information > General > Transcript > Course > Post Secondary Credits Earned

Student Information > Counseling > General > Transcript > Course > Additional Information > Post Secondary Credits Earned

37

Credit Recovery Code

This field reports "Y" if the Course > Section > Credit Recovery checkbox is marked. If that checkbox is not marked, reports "Y" if the Course Editor > Credit Recovery checkbox is marked or "N" if the Credit Recovery checkbox is not marked.

Alphanumeric, 1 character

Not dynamically stored

Course > Section > Credit Recovery
OR
Course Editor > Credit Recovery
38 Student Grade Level Code When Taken  Field reports blank. N/A N/A N/A
39 Grade Standard Performance Level Code  Field reports blank. N/A N/A N/A
40 Student District Code (Course District) This field reports NY and the first six digits of the State District Number tied to the Calendar; e.g., NY123456.

Alphanumeric, 8 characters

District.number

System Administration > Resources > District Information > State District Number

Term Codes

Code

Name

0

Term 0

1

Term 1

2

Term 2

3

Term 3

4

Term 4

5

Term 5

6

Term 6

7

Term 7
S Summer School

Marking Period Code

Code

Description

1

Marking Period 1

2

Marking Period 2

3

Marking Period 3

4

Marking Period 4

5

Marking Period 5

6

Marking Period 6

7

Marking Period 7

8

Marking Period 8




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