Path: OH State Reporting > OH Extracts > Student Program (GQ)
The Ohio Student Program (GQ) extract reports all programs/services a student is participating in and/or receiving during the corresponding Reporting Period and Date Range. The extract includes programs for students with an active enrollment record during the selected calendar and a null program End Date and/or a program Start Date within the Date Range entered on the extract editor. Programs with an end date within the Date Range entered on the extract editor will report.
There is no limit to the amount of programs in which a student can participate. If a student withdraws from a program during the school year, the program code for the student will still report.
Image 1: Ohio Extracts : Student Program (GQ) Extract Editor
Report Logic
The following report logic is true for each Program type. For all program types, data reports from the most recent Enrollment with a Service Type of P or N.
| Program Type | Reporting Logic |
|---|---|
| Programs Tab | This extract reports all active and inactive programs found during the Date Range entered in the extract editor. Programs with no End Date and programs with an End Date during the Date Range report. Programs must have the State Reported checkbox marked to be included in the report. Only programs with a reporting window that matches that of the Reporting Period selected in the editor will report. |
| LEP Services | Reports a record for all LEP Services active at any point during the Date Range entered. Programs with no End Date or that ended within the Date Range are reported. Data reports from the student's most recent enrollment with a Service Type of P or N. To report, an LEP Service program must have a State Service Type of 235012, 235013, 23514, 235015, 235017, 235019, 235021, 235099, 235023, or 235025. |
| PLP Services | Reports all services found in the extract Date Range where the following is true:
|
| Extracurricular/ Intracurricular Programs | Students scheduled into a course with a State Code of 115XXX or 4XXXX are included in the extract. |
| Course Roster | Reports all student rostered into courses within the Date Range entered on the extract editor that have a Program Code. Students can report based on enrollments with Service Types of P, N, or S. |
| State Seal Information | Reports a record for each student enrolled (Service Type P or N) in the a selected calendar at least one day during the Date Range entered. |
If the district has configured a vertical reporting connection with SameGoal, data for Special Ed programs report from SameGoal rather than from documents created in Campus.
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 Program (GQ). |
Reporting Period | Indicates when the report is being submitted. Options are:
|
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). The first date defaults to 07/10 of the calendar start year. |
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 | Select a previously created Ad hoc Filter to limit which students appear in the report. Filters are created in the Filter Designer. |
Calendar(s) | Students enrolled in the selected calendar(s) will appear in the report. |
Generating the Extract
- Select the Student Program (GQ) Extract Type.
- Select the Reporting Period.
- Enter the Date Range in mmddyy format or by clicking the calendar icon and selecting a date.
- Select the extract Format. For submission to the state, select the State Format (Fixed width) option. To review data prior to submitting to the state, select any of the other available options.
- Select which calendar(s) to include within the extract.
- Select an Ad hoc Filter, if applicable.
- 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 Program 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: Example Extract
Extract Layout
If the district has configured a vertical reporting connection with SameGoal, data for Special Ed programs report from SameGoal rather than from documents created in Campus.
Element Name | Description | Campus Interface |
|---|---|---|
Filler | 7 characters | |
Filler | 1 character | |
Sort Type | This field will always report a value of GQ for the Student Program (GQ) Extract. Alphanumeric 2 characters | N/A Not Dynamically Stored |
Filler | 1 character | |
Fiscal Year | The Fiscal Year determined by the end year of the current school year (i.e., 2009 for the 2008-2009 school year). YYYY, 4 characters | System Administration > Calendar > School Year > End Year |
Reporting Year | The reporting period in which data is being pulled. Alphanumeric 1 character | OH State Reporting > OH Extracts > Reporting Period Not Dynamically Stored |
Building IRN | The building of instruction’s state assigned six-digit information retrieval number (IRN). 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 number. Alphanumeric 9 characters | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Program Code | The student’s assigned Program Code. For Course Roster reporting, reports the Program Code entered on the Course. For State Seal reporting, reports based on the State Seal Information on the Graduation tab. Different codes report for each Seal based on the student's Seal Status. See the State Seal Codes table following for values. If the student has earned the Seal and the State Seal Status is C: Complete, the code reports from the first column of the table. If the student plans to earn the Seal and the State Seal Status is IP: In Progress, the code reports from the second column of the table. If the State Seal Status is NC or blank, a value does not report. Only records with a unique Status are reported. Alphanumeric 6 characters | Scheduling > Courses > Course > Program Code AND System Administration > Student > Programs > Program Detail > State Reported AND/OR Student Information > General > Enrollments > Special Ed Fields > Special Education Setting OR Student Information > General > Graduation > State Seal Information Course.programCode |
Employee ID | The Program Staff Member and corresponding Staff Number. Only reports Staff Number for the following Program Codes: 305003, 206XXX, 220100, 310XXX. For Course Roster reporting, reports based on the most recent Primary Teacher record. If no primary teacher record exists, reports the most recent teacher. Zero-padded to the left if necessary. Alphanumeric 9 characters | Student Information > General > Programs > Program Participation Editor > Program Participation Detail > Program Staff AND Census > People > Demographics > Person Identifiers > Staff Number Person.staffNumber |
Filler | 6 characters |
|
Program Provider IRN | The district IRN of the of the entity in contract with the reporting school district. For Course Roster reporting, reports the Program Provider IRN from the Course tab. For Programs Tab reporting, reports the Location. Alphanumeric 6 characters | Student Information > General > Programs > Program Participation Detail > Location OR System Administration > Resources > District Information > State District Number OR Scheduling > Courses > Course > Program Provider IRN ProgramParticipation.location |
Program Enrollment Start Date | The first day the student is enrolled in a reported program if the Program Code is 220100. Otherwise reports as 00000000. YYYYMMDD, 8 characters | Student Information > General > Programs > Program Participation Editor > Program Participation Detail > Start Date ProgramParticipation.startDate |
Program Enrollment End Date | The last day a student is enrolled in a reported program if the Program Code is 220100. Otherwise reports as 00000000. YYYYMMDD, 8 characters | Student Information > General > Programs > Program Participation Editor > Program Participation Detail > End Date ProgramParticipation.endDate |
Filler | 226 characters |
