Student Demographics (GI) (Ohio Extracts)

Path: OH State Reporting > OH Extracts > Student Demographics (GI)

The Ohio Student Demographics (GI) extract allows users to report required student demographic data to the EMIS. Student demographic data elements are reported by the last building within a district where the student is/was enrolled on the last day of the designated reporting period. If a student is enrolled in two or more buildings within the same district on the last day of the reporting periods, demographic information will only report for the building the student is enrolled in for more time throughout the school year.


Image 1: Student Demographics (GI) Extract Editor

Report Logic

Reports one record per student for each district based on the Reporting Period. Enrollments do not need to be active for the student to report a record. This record only includes students whose enrollments have a Service Type of P or N. If more than one enrollment is found during the Reporting Period, a record reports for the most recent.

Student demographic data is reported based on the last building within a district in which the student was/is enrolled on the last day of the Reporting Period:

  • If a student is enrolled in two or more buildings on that day, demographic data will be reported for the building in which the student spends the majority of time.
    • If a student is enrolled in two or more buildings on that day for the same amount of time, the district must make the determination as to which building reports attendance and absence days.

Report Editor

The following table describes the options available in the extract editor.

Editor Field

Description

Extract Type

The type of extract being generated. In this case, select Student Demographics (GI).

Reporting Period

Indicates when the report is being submitted.

Date Range

The dates which determine which student enrollments will appear on the report, based on the Start and End Dates of enrollments within the selected calendar(s).

Format

The format in which the report will generate. Options are State Format (Fixed width), HTML, CSV and XML. Use HTML, CSV or XML formats for data review and verification and State Format for submission to the State.

Ad hoc Filter

Allows a previously created Ad hoc Filter to be selected that will limit what students appear in the report. Filters are created in the Filter Designer.

Include Protected Identity InfoReports Demographics information from Census > People > Identities > Active Identity > Protected Identity Information.

Calendar(s)

Students enrolled in the selected calendar(s) will appear in the report.

Generating the Extract

  1. Select the Student Demographics (GI) Extract Type.
  2. Select the Reporting Period.
  3. Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date. The Date Range determines the first and last day active student enrollment records are pulled for reporting data.
  4. Select which calendar(s) to include within the extract.
  5. Select the extract Format. For submission to the state, use the State Format (Fixed width) option. To review data prior to state submission, use any of the other available Format options.
  6. Select an Ad hoc Filter, if applicable.
  7. Indicate if the extract should Include Protected Identity Info.
  8. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate. If generating multiple extracts at a time (after Campus.1921), requests can only be submitted to the Batch Queue.

Users have the option of submitting a Student Demographics 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. For more information about submitting a report to the batch queue, see the Batch Queue article.


Image 2: Student Demographics (GI) - State Format (Fixed Width)


Image 3: Student Demographics (GI) - HTML Format


Image 4: Student Demographics (GI) - CSV Format


Image 5: Student Demographics (GI) - XML Format

Extract Layout

 

If the Include Protected Identity Info checkbox is marked in the extract editor, Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information. 

Element Name

Description & Format

Campus Location

Filler

 7 characters

 

Filler

 1 character

 

Sort Type

Always reports a value of GI for the Student Demographics Record.


Alphanumeric 2 characters

N/A

Filler

1 character

 

Fiscal Year

The Fiscal Year is considered the end of the year of the school year (i.e. 2010 for the 2009- 2010 school year).


YYYY, 4 characters

System Administration > Calendar > School Year > End Year


Not dynamically stored.

Reporting Period

The reporting period in which the data is being pulled.


Alphanumeric 1 character

OH State Reporting > OH Extract > Reporting Period


Not dynamically stored.

Building IRN

The state assigned six-digit information retrieval number (IRN) of the building.

Reports the Building IRN Override. If null, State School Number reports.


Alphanumeric 6 characters

Student Information > General > Enrollments > State Reporting Fields > Building IRN Override OR System Administration > Resources > School > School Detail > State School Number


Enrollment.buildingIRNoverride

EMIS Student ID Number

The locally determined EMIS student ID.

Reports the student Number. If null, field zero fills.


Alphanumeric 9 characters

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Date of Birth

The date on which the individual being reported was born.


YYYYMMDD, 8 characters

Census > People > Person Identifiers > Birth Date


Identity.birthDate

Gender

The student's Gender.

Reports M for Male, F for Female.


Alphanumeric 1 character

Census > People > Person
Identifiers > Gender


Identity.Gender

Race/Ethnicity

The Race/Ethnicity of the person being reported.


Alphanumeric 1 character

Census > People > Person Identifiers > Race/Ethnicity


Identity.raceEthnicity

Filler

 20 characters

 

Filler

 3 characters

 

Native
Language

The person's first and primary language. This is often the language spoken at home. In null, reports as ENG.


Alphanumeric 3 characters

Census > People > Identities > Alternate Language


Identity.alternateLanguage

Filler

1 character

 

Filler

 17 characters

 

First Name

The student's legal first name.


Alphanumeric 30 characters

Census > People > Person
Identifiers > First Name


Identity.firstName

Middle Name

The student's legal middle name


Alphanumeric 30 characters

Census > People > Person
Identifiers > Middle Name


Identity.middleName

Last Name

The student's legal last name


Alphanumeric 30 characters

Census > People > Person Identifiers > Last Name


Identity.lastName

Student Birth
Place City

The city the student was born in.


Alphanumeric 30 characters

Census > People > Demographics > Birth Place City.


Identity.birthCity

Filler

 33 characters

 

Student Home
Language

The primary language spoken at the student's home.

If the student has Limited English Proficiency set to either Y, L or M or has the Immigrant checkbox marked, the Student Home Language will report. Otherwise *** will report.


Alphanumeric 3 characters

Census > People > Demographics > Home Primary Language


Identity.language

Hispanic/Latino

Indicates if the individual is of Hispanic/Latino origin. See the Hispanic/Latino Options table following.


Alphanumeric, 1 character

Census > People > Demographics > Hispanic/Latino


Identity.hispanicLatino

Filler

 58 characters

 

Hispanic/Latino Options

 

Single Race/Ethnicity (Other than Hispanic)

 

Multicultural

 

Hispanic

Code

Logic

*

If Race/Ethnicity = H and no race checkboxes are marked.

Y

If Race/Ethnicity = H and one or more race checkboxes are marked.

*

If Race/Ethnicity = M and on or more race checkboxes are marked.

N

If Race/Ethnicity = M and two or more race checkboxes are marked.

*

If Race/Ethnicity is I, A, B, P or W and no race checkboxes are marked.

N

If Race/Ethnicity is I, A, B, P or W and corresponding race checkboxes are marked.

*

If Race/Ethnicity is I, A, B, P or W and more than one race checkbox is marked.

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