WDE-684 TCS Extract (Wyoming)

Classic View: WY State Reporting > WDE-684: TCS Extract

Search Term: WDE684

The WDE-684 Teacher Course Student Extract is used to identify at-risk students and is used in the Wyoming Education Resource Block Grant Model.

WDE-684 TCS Extract Editor 
  

Data Submission

The collection window for both the Student and the Section extracts runs from early to mid October. It is recommended that each school review the data prior to submission in an effort to correct serious errors before the deadline.

Report Logic

Records only report for enrollments in the selected calendar(s).

The following logic applies to the Student extract: 

  • A student record reports based on Subsequent Year Reporting logic when the following criteria are met: 
    • Populates a record for any student's enrollment with a Subsequent Year Reporting date falls on or within the extract Effective Date and the student's Primary enrollment Start Date.
    • There may be multiple records reported if the Date is entered on multiple enrollments.
    • To report, an enrollment must not be marked as Exclude, or in a Grade Level marked as Exclude.
    • If the student has a Subsequent Year Reporting value on an enrollment in a school that no longer exists, a record is reported in the year in which the Subsequent Year Reporting date falls. Only one record is reported per qualifying enrollment.

The following logic applies to the Section Enrollment extract:

  • Only one record reports per section enrollment, unless the student has exited and re-entered the section. Multiple records report if the student exited the section in one enrollment and re-entered in a different enrollment.
  • The State Code field must be populated with a Course Number in the Courses Editor in order to appear in the section report. All classes with course state codes from the beginning of the school year up to the date selected in the extract editor will report.
  • If a teacher has more than district assignment, the teacher will only be reported once.
  • Course Section roster start and end dates are first used to determine inclusion in the report.
    • If the roster start and end date fields are null, the student's enrollment start and end dates will be used. If there are multiple enrollments for the student, the enrollment record that starts between or on the start and end date of the roster will be used.
    • If the enrollment start or end dates fall outside of the date range, term start and end dates will be used.
  • In order to to be included in this report, the following characteristics must be met:
    • Roster Start Date must be Null or on or before the Effective Date of the report. 
    • The Course/Section Term Start Date must be on or before the Effective Date of the report. 
    • The student must be enrolled in the Calendar and Year in which the Course/Section exists and the enrollment Start Date must be on or before the Effective Date of the report.
    • A student will be included in the report if there is a date entered in the Subsequent Year Reporting field of Enrollments in any enrollment from the previous year if the Subsequent Year Reporting date is:
      • On or before the enrollment causing the record to populate,
      • On or after the Start Date of the current year calendar and
      • On or before the End Date of the current year calendar. Each record that meets these requirements will populate a record.
    • Students marked as No Show or State Exclude or those enrolled in a Grade Level marked as Exclude will not be included in the report. With the release of Campus.1717. Courses marked as State Exclude are not reported.

The following logic applies to the Special Education extract:

  • This extract reports one record per primary enrollment that is active during the student's IEP.  
    • A record will report for any student who has a locked IEP in WY print format active on the extract Effective Date and the Enrollment Start Date. 
    • A record will report for a student if the IEP is locked, has a Start Date on or before the Effective Date and an End Date on or after the student's Enrollment Start Date. 
  • A student record will report based on Subsequent Year Reporting logic when all of the following criteria are met. Students included as a result of their Subsequent Year Reporting date must report IEP fields based on the most recent, locked IEP, which will be the IEP in the previous calendar year.
    • The student's most recent previous year Enrollment not in a Calendar marked Exclude has a Subsequent Year Reporting date that falls on or within the extract Effective Date and the Calendar's Start Date.
    • The student has a locked IEP or Evaluation during the latest prior year Enrollment in a Calendar not marked Exclude. 
    • The student's locked IEP has a Start Date on or before the extract Effective Date and an End Date on or after the student's Enrollment Start Date.
    • The student has a locked Evaluation in a format of wyEval active during the date range of the extract Effective Date and the Enrollment Start Date. 
    • The student does not have a current year IEP or Eval active during the date range of the extract Effective Date and the Enrollment Start Date.
      • If the student meets the criteria for populating a record for their enrollment with a valid Subsequent Year Reporting Date on their prior enrollment, has a Primary enrollment in the following year that is active between the calendar Start Date and the extract Effective Date and there is not a locked IEP in a WY format associated with the enrollment, a Subsequent Year Record will not report for the student. 
      • Additionally, if the student's Program Exit Date is before the last instructional day of the enrollment's calendar, a Subsequent Year Record will not report.
  • Only one record will report for each student. If the student has a locked IEP in the current year and also has an eligible Subsequent Year Enrollment date, a record will report for the current year's locked IEP. 
  • Records will not report for students with Enrollments marked as State Exclude or enrolled in a Grade Level or Calendar marked as Exclude.
  • Fields reported from the wyEval Evaluation will report from locked, initial evaluations active during the calendar year.
  • If the student has a Special Ed Status of R or I, only the following fields report: 
    • WISERID
    • StudentLastName
    • StudentFirstName
    • ResidentSchoolID
    • DistrictID
    • StudentOutOfStateTransfer

Report Editor Details

Editor Field

Description

Extract Type

The type of extract being generated. Options are:

Report Student Legal IdentitiesIf marked, Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information.
Include State Excluded CoursesIncludes courses marked as State Exclude. (Section extract only)

Effective Date

The date for which data is pulled for the report. Behavior data will be reviewed for all students actively enrolled on this date.

Format

The format in which the report will generate. Options include State Format (CSV), HTML and XML. HTML and XML formats are used for data review and verification, while State Format should be used when submitting reports to the state.

Choose Grades

The grades that will be included in the report.

Ad hoc FilterA list of pre-defined filters to indicate which students to include in the extract.
Show Student DataThis option only appears if the Special Education Extract Type and a Format of HTML are selected. Marking this checkbox causes several student identification fields to report at the end of the extract.

Calendars

The calendar(s) from which data is pulled for the report.

Generating the Extract

  1. Select the Extract Type from the dropdown list. Options are Student, Section Enrollment, and Special Education.
  2. Indicate if Demographics fields should Report Student Legal Identities.
  3. Mark Include State Excluded Courses to include courses that are marked as State Exclude but otherwise meet logic requirements.
  4. Enter the Effective Date of the report in mmddyyyy format or by clicking the calendar icon.
  5. Select the Format in which the report should be generated.
  6. Select the Grade Levels to include in the report.
  7. Select an Ad hoc Filter to limit results to a pre-defined filter.
  8. If generating a Special Education extract in HTML format, indicate if the extract should Show Student Data.
  9. Select the Calendar(s) to include in the report.
  10. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate.

Users have the option of submitting a request to the batch queue by clicking Submit to Batch instead of Generate Extract. This 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.


 Image 2: WDE-684 Student Format -HTML 


 Image 3: WDE-684 Section Enrollment Format - HTML 


 Image 4: WDE-684 Special Education Format - HTML 

WDE-684 TCS Extract Layouts

Student Format

If the Report Student Legal Identities  is marked, Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information

Element Name

Description and Format

Location

Student WISER ID

The WDE state-assigned student record identifier.


Numeric, 8 digits

Census > People > Demographics > Person Identifiers > Student State ID


Person.studentNumber

Student Last Name

Student's legal last name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Student First Name

Student's legal first name


Alphanumeric, 25 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Student Middle Name

Student's legal middle name


Alphanumeric, 25 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

Student Grade Level

The grade level of the student's enrollment.


Alphanumeric, 4 characters

Student Information > General > Enrollments > Grade


Enrollment.grade

Student Date of Birth

Student's birth date


Date field, 8 characters YYYYMMDD

Census > People > Demographics > Person Information > Birth Date


Identity.birthdate

Student Gender

Gender of the student


Alphanumeric, 1 character, M or F

Census > People > Demographics > Person Information > Gender


Identity.gender

School ID

The WDE identification number for the school in which the student is enrolled. 


Reports from the Resident School field on enrollments if entered. Otherwise reports State School Number.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident School; System Administration > Resources > School > State School Number


Enrollment.residentSchool

School.ncesSchoolID

District ID

The WDE identification number for the district submitting the student's data.


Reports from the Resident District field on enrollments if entered. Otherwise reports State District Number.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident District;  System Administration > Resources > District Information > State District Number


Enrollment.residentDistrict

District.ncesDistrictID

Student Suffix Name

Student's name suffix, such as Jr., III, etc.


Alphanumeric, 4 characters

Census > People > Demographics > Person Information > Suffix


Identity.suffix

Asian Race

Indicates if the student's race/ethnicity is Asian.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthnicity

Black Race

Indicates if the student's race/ethnicity is Black or African American.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthnicity

Indian Race

Indicates if the student's race/ethnicity is American Indian or Alaska Native.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthnicity

Pacific Islander Race

Indicates if the student's race/ethnicity is Native Hawaiian or Other Pacific Islander.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthnicity

White Race

Indicates if the student's race/ethnicity is White.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthnicity

Hispanic Ethnicity

Indicates if the student is Hispanic.


Alphanumeric, 1 character, Y or N

Census > People > Demographics > Person Information > Hispanic/Latino


Identity.hispanicEthnicity

Student IDEA

Indicates if the student was eligible for special education services. Options are:

  • Y: Yes, student has an IEP.
  • N: No, student does not have an IEP.
  • R: Refused, student was eligible but services were refused by parent or guardian
  • I: Ineligible, student was not eligible for an IEP.

Program Exit Date must fall within the current calendar year for this field to report as Y. If the student does not have a locked IEP in a WY print format that is active between the enrollment Start Date and the extract Effective Date, reports as I based on the student's locked, initial WY Eval. If the No IDEA disability found checkbox on the Determination of Eligibility editor of the Eval is marked, reports as I, or as N if it is not marked. If the IEP is active at least 1 day between the enrollment Start Date and End Date range, only a non-N value reports for the record. If the IEP Start Date does not fall on or within the enrollment date range, reports N for the enrollment record.


Alphanumeric, 1 character

Student Information > General > Enrollments > Special Education Fields > Special Education Status


Enrollment.specialEdStatus

Student ELL

Status of the student regarding the district's English Language Learner (ELL) program. When the student has an EL record active on the Effective Date or during the student's enrollment, reports as Y. However, if the Parent Declined checkbox is marked, reports as R. Otherwise, reports as N.


Alphanumeric, 1 character, Y, N or R

Student Information > Program Participation > English Learners (EL) > Identified Date, Program Exit Date


Calculated, not dynamically stored

Student ELL Monitoring

Indicates the student has achieved proficiency or transitional level on the WELLA, and are in the monitoring phase. If the student's most recent EL record on the Effective Date has a First Year Monitoring Date that is after the Effective Date or the enrollment End Date, reports as 1. If the Effective Date or enrollment End Date is between the First and Second Year Monitoring Dates, reports as 2. If the Effective Date or enrollment End Date is between the Second and Third Year Monitoring Dates, reports as 3. If the Effective Date or enrollment End Date is between the Third and Fourth Year Monitoring Dates, reports as 4. Otherwise reports as blank. 


Numeric, 1 digit

Student Information > Program Participation > English Learners (EL)


Calculated, not dynamically stored

Student Section 504

Indicates the student has a 504 accommodation plan.


Bit field, 1 character

Student Information > General > Enrollments > State Reporting Fields > Section 504


Enrollment.section504

Student Title 1

Indicates the student is a Title 1 student based on the school level Title 1 selection.

If the most recent School History record has an Effective Date that is on or before the extract Effective Date, the following logic applies:

  • Reports as N for all students if Title 1 on the School History tab is TGELGBNOPROG, SWELIGNOPROG or NOTTITLE1ELIG.
  • Reports as Y for all students if Title 1 on the School History tab is SWELIGSWPROG.
  • Reports as Y if Title 1 on the School History tab is TGELGBTGPROG, SWELIGTGPROG or null and Title 1 is marked on the student's enrollment
  • Reports as N if Title 1 on the School History tab is TGELGBTGPROG, SWELIGTGPROG or null and Title 1 is not marked on the student's enrollment

Alphanumeric, 1 character, Y or N

System Administration > Resources > School > School History > Title 1

Student Information > General > Enrollments > State Reporting Fields > Title 1


SchoolAttribute.title1
enrollment.title1

Student MigrantIndicates if the student is a Migrant.

Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > State Reporting Fields > Migrant Indicator


Enrollment.migrant

Student Immigrant

Indicates the student is an immigrant.


Alphanumeric, 1 character, Y or N

Census > People > Demographics > Birth Country


Enrollment.immigrant

Country of Birth

Reports the Birth Country for students who are immigrants.


Alphanumeric, 2 characters

Census > People > Demographics > Birth Country


Identity.birthCountry

Education Years in US

The number of years of education in the US the immigrant student has completed. Calculated from the student's enrollments across years and the Days in US School Outside of District value by dividing the number of days the student was enrolled per year divided by 175. Options are:

  • 0: Less than a year
  • 1: 1 year
  • 2: 2 years
  • 3: 3 years or more

Numeric, 1 digit

Calculated, not dynamically stored

Student Homeless

Indicates the student is homeless at any point during the current school year.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > State Reporting Fields > Homeless


Enrollment.homeless

Homeless Nighttime Residence

Indicates the primary nighttime residence of the student at the time the student was identified as homeless. Options are:

  • CS: Crisis Shelter
  • DS: Disaster Shelter
  • FR: Family Residence
  • FH: Foster Home
  • RH: Rooming House
  • TS: Transient Shelter
  • NH: No Home
  • OD: Other Dormitory (Hotel/Motel)
  • OS: Other Shelter

Alphanumeric, 2 characters

Student Information > General > Enrollments > State Reporting Fields > Homeless Nighttime Residence


Enrollment.primaryNighttimeResidence

Student Gifted/Talented

Indicates the student is considered gifted and/or talented.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > State Reporting Fields > Gifted/Talented


Enrollment.giftedTalented

Student Lunch

Indicates if the students meets proper guidelines to be eligible for meal assistance.

See the following Student Lunch Options table for a description of options and logic.


This field is not affected by a student's other or additional enrollment records. 


Alphanumeric, 1 character

FRAM > Eligibility > Eligibility


POSEligibility.eligibility

Home Language

The primary language that the student speaks at home.

If no value is selected for the student, reports the default value selected in the Attribute Dictionary, if applicable. 


Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Home Language


Enrollment.language

Student Concurrent Enrollment

Indicates whether the student record identifies a primary enrollment or a concurrent enrollment. A concurrent enrollment is an enrollment in a school where a student takes additional classes. The primary enrollment school is the official school used for reporting.

If Service Type is S, reports as Y. Otherwise (N or P) reports as N.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > Service Type > Primary


Enrollment.serviceType

Student Home Schooled

Indicates the student is receiving their primary educational instruction in a home environment for reasons other than health and attending public school 50% or less of the school day.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > State Reporting Fields > Homeschooled


Enrollment.homeSchooled

Student Entry Date

The date the student entered this school and grade level and attended classes. This value should be during the current school year unless the district is reporting a student who did not return from the previous school year. The entry date inclusive.


Date field, 8 characters, YYYYMMDD

Student Information > General > Enrollments > Start Date


Enrollment.startDate

Student Exit Date

The end date of the enrollment. If a student enrolls and withdraws or drops multiple times a year, a new line will be reported with this information for each enrollment.


Date field, 8 characters, YYYYMMDD

Student Information > General > Enrollments > End Date


Enrollment.endDate

Student Exit Type

Indicates the setting assigned to student upon ending enrollment. See End Status Options table following.


Numeric, 5 digits

Student Information > General > Enrollments > End Status


Enrollment.endStatus

Student National Scholarship

Indicates the student received a national scholarship for college education, defined as at least one scholarship applicable to any college and open to any student in the United States.


Alphanumeric, 1 character, Y or N

Student Information > Graduation > National Scholarship


Graduation.natlScholarship

Student State Scholarship

Indicates the student received a state scholarship for college education, being defined as being limited to a specific college or limited to graduates in a given district or withing the state (includes Hathaway Scholarship).


Alphanumeric, 1 character, Y or N

Student Information > Graduation > State Scholarship


Graduation.stateScholarship

State Assessment Special Forms

The type of Special Form required by the student. Reports for students in grades 3-11. Options are:

  • B: Braille
  • L: Large Print
  • A: Audio

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > State Assessment Special Forms


Enrollment.visionAccommodation

Student Foster CareIndicates if the student is in foster care. Reports as Y if the student has a Foster Care record active on the Effective Date. Otherwise reports as N

Alphanumeric, 1 character, Y or N
Student Information > Program Participation > Foster Care

FosterCare.startDate
Student Military Connected

Indicates if the student has a Guardian in the military.

Reports as A if the student has an active Guardian relationship to an individual with an active Military Connections record with a Status of Active Duty, Deployed or Active Duty, Not Deployed. Reports as G if the record is marked as National Guard. Reports as P if the record is has a Status of Part-Time. Otherwise reports as N


Alphanumeric, 1 character

Census > People > Military Connected

MilitaryConnected.status
No ShowReports as Y if the student's enrollment is marked as No Show. Otherwise reports as N.

Alphanumeric, 1 character
Student Information > General Enrollments > No Show

Enrollment.noShow
Virtual Ed StudentReports Y when the student's enrollment meets the following criteria:
  • More than 50% of the sections occurred during instructional periods where State Exclude is not marked on the Course, and
  • The student is scheduled as of the earliest among: 
    • Extract Effective Date 
    • Enrollment End Date  
    • Last Instructional Day (when the Enrollment End Date is blank)
  • The student has been scheduled into sections where any of the following are true:
    • Online Learning is marked 'Y:Yes' on the Section.
    • Online Learning is marked 'Y:Yes' on the Course and the Online Learning is blank on the Section.
    • The Learning Methods tab on the Course has a value selected in the 'Virtual Education Delivery Method' field.


Reports when the above criteria are false.


Note: The section is excluded from consideration when a  student's Roster End Date is:

  1. Not blank and earlier than the USED (effective) Date and
  2. The student's Roster End Date is earlier than the section term End Date AND relevant Enrollment End Date.
Course > Course Information > Online Learning
Course > Section > Section Editor > Online Learning (Override)

courseinfo.distanceCode
sectioninfo.distanceCode

Section Enrollment Format

Lateral movement for every section into which the student is enrolled will be tracked for every active section up to the date selected on the extract editor. This means there may be more than one row reported for a student, depending on frequency of dropping sections and enrolling in a new section within the reporting period.

Element Name

Description and Format

Location

Local Section ID

Specific class of the course.


Numeric, 4 digits

Scheduling > Courses > Course > Section


Course.sectionNumber

WISER ID

The WDE state-assigned student record identifier.


Numeric, 8 digits

Census > People > Demographics > Person Identifiers > Student State ID


Person.studentNumber

Provider ID

The WDE ID of the school or institution providing the course. Reports if Instruction Level is CL or HS, student is enrolled in grades 9-12 and College Credit is marked. If Provider ID is null, Instruction level is HS or CL, and student is in grades 9-12, reports as blank. Otherwise reports the State School Number of the Section.


Numeric, 7 digits

Scheduling > Courses > Course > Section > Provider ID


Section.providerID

Local Course ID

Identifier of the course (Course Number)


Alphanumeric, 13 characters

Scheduling > Courses > Course > Course Number


Course.Number

Local Course Name

Name of the course.


Alphanumeric, 30 characters

Scheduling > Courses > Course > Course Name


Course.Name

Medium of Instruction

The media through which teachers provide instructions to students. Options are:

  • TB: Technology-based instruction in classroom
  • CI: Correspondence instruction
  • FF: Face-to-face instruction
  • DE: Distance Education
  • CB: Center-based instruction
  • IS: Independent Study
  • IN: Internship
  • RM: Remote Education
  • AS: From Another School

Alphanumeric, 2 characters

Scheduling > Courses > Course > Section > Medium of Instruction


Section.mediumOfInstruction

Instruction Level

Indicates the general nature and difficulty of the instruction provided during the course. See the Instructional Level section following. 


Alphanumeric, 2 characters

Scheduling > Courses > Course > Instruction Level; Scheduling > Courses > Section > Instruction Level; Scheduling > Courses > Section > Roster Batch Edit > College Credit


Course.instructionLevel
Section.instructionLevel

WISE Staff ID

The WDE state-assigned ID for the teacher who teaches the section.


Alphanumeric, 15 characters

Census > People > Demographics > Person Identifiers > Staff State ID


Person.staffNumber

Teacher Last Name

Teacher's last name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Teacher First Name

Teacher's first name


Alphanumeric, 25 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Teacher Middle Name

Teacher's middle name


Alphanumeric, 25 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

School ID

The WDE ID for the school of the student's enrollment.


Reports from the Resident School field on enrollments if entered. Otherwise reports State School Number.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident School; System Administration > Resources > School > State School Number


Enrollment.residentSchool

School.ncesSchoolID

District ID

The WDE ID for the district submitting the student's data.


Reports from the Resident District field on enrollments if entered. Otherwise reports State District Number.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident District;  System Administration > Resources > District Information > State District Number


Enrollment.residentDistrict

District.ncesDistrictID

Section Entry Date

First date student began attending course.


Date field, 8 characters, YYYYMMDD

Scheduling > Courses > Section > Start Date


Section.startDate

Section Exit Date

Last date student stopped attending course. Reports first from the End Date entered on the student's roster record. If null, reports the enrollment End Date that falls within the Term dates. If the student has multiple enrollment records, reports from the most recent enrollment that starts within the roster dates. Otherwise reports as null.


Date field, 8 characters, YYYYMMDD

Scheduling > Courses > Section > End Date


Section.endDate

Special Education Format

If the Report Student Legal Identities  is marked, Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information

Element Name

Description and Format

 Location

WISER ID

The WDE state-assigned student record identifier.


Numeric, 8 digits

Census > People > Demographics > Person Identifiers > Student State ID


Person. studentNumber

Student Last Name

Student's legal last name


Alphanumeric, 40 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Student First Name

Student's legal first name


Alphanumeric, 25 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Student Date Of Initial Consent

Reports the Consent Date of the wyEval Evaluation with an Evaluation Type of Initial. Will report as Null if the Student IDEA field of the Student file reports as Y unless the student does not have a locked WY IEP in any prior year.


Date field, 8 digits, YYYYMMDD

Student Information > Special Ed > Documents > Evaluation > Consent Date


Evaluation.consentDate

Student Date Evaluation Complete

Reports the Evaluation Date of the wyEval Evaluation with an Evaluation Type of Initial. Will report as Null if the Student IDEA field of the Student file reports as Y unless the student does not have a locked WY IEP in any prior year.


Date field, 8 digits, YYYYMMDD

Student Information > Special Ed > Documents > Evaluation > Consent Date


Evaluation.dateCompleted

Student Date of Initial IEP

Date the initial IEP began. This date must be on or after the Date of Initial Consent. If Student IDEA reports as R or I, reports as blank.


Date field, 8 digits, YYYYMMDD

Student Information > General > Enrollments > Special Ed Fields > Date of Initial IEP


EnrollmentWY.dateofInitialIEP

Student Service Start Date

Date student began receiving service according to the student's most recent primary enrollment that has a Start Date on or before the extract Effective Date. If Student IDEA reports as R or I, reports as blank.


Date field, 8 digits, YYYYMMDD

Student Information > General > Enrollments > Special Ed Fields > Service Start Date


EnrollmentWY.serviceStartDate

Resident School ID

Indicates the school responsible for the IEP of the student. This is the school where the parent/guardian resides or where the student would attend school if not placed in the residential setting.


Reports the Resident School selected on the student's most recent Primary enrollment within the IEP date range. Otherwise, reports the State School Number of the school in which the student is enrolled. 


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident School


Enrollment.residentSchool

Service School ID

The school responsible for providing services listed on the IEP. If Student IDEA reports as R or I, reports as blank.


Reports the Service School selected on the student's most recent Primary enrollment within the IEP date range. Otherwise, reports the State School Number of the school in which the student is enrolled.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Service School


Enrollment.serviceSchool

District ID

The WDE 7-digit ID for the district submitting the student’s data.


Reports from the Resident District field on enrollments if entered. Otherwise reports State District Number.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting Fields > Resident District; System Administration > Resources > District Information > State District Number


Enrollment.residentDistrict

District.ncesDistrictID

Student Primary Disability

Primary disability associated with the student. See the Student Primary Disability Codes table. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > General > Enrollments > Special Education Fields > Primary Disability


Enrollment.disability

Student AT

Indicates if the student requires assistive technology or services.


Alphanumeric, 1 character, Y or N

Student Information > Special Ed > Documents > IEP > Special Factors


PlanServiceProvided.at

Student Related Service 1

Student’s first service received. If a student has more than one service with the same State Code, the code will only be reported once. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Related Service 2

Student’s second service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Related Service 3

Student’s third service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Related Service 4

Student’s fourth service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Related Service 5

Student’s fifth service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Special Education 1

Student’s first education service received, if exists. If a student has more than one service with the same State Code, the code will only be reported once. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Special Education 2

Student’s second education service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Special Education 3

Student’s third education service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student Special Education 4

Student’s fourth education service received, if exists. If Student IDEA reports as R or I, reports as blank.


Numeric, 2 digits

Student Information > Special Education > Documents > IEP > Related Services


PlanService.name

Student ESY

Indicates student is eligible for extended school year services. If Student IDEA reports as R or I, reports as blank.


Alphanumeric, 1 character, Y or N

Student Information > Special Education > Documents > IEP > Extended School Year


PlanServiceProvided.esy

Student Environment

Indicates the student’s learning environment. If Student IDEA reports as R or I, reports as blank.

See the Special Education Setting Codes table.


Alphanumeric, 2 characters

Student Information > General > Enrollments > Special Education Fields > Special Education Setting


Enrollment.specialEdSetting

Special Education Assessment

Reports the Alternate Assessment code. Options are:

  • AA: Alternate Assessment
  • RA: With Accommodations
  • RO: Without Accommodations

If Student IDEA reports as R or I, reports as blank.


Alphanumeric, 2 characters

Student Information > General > Enrollments > Special Ed Fields > Alternate Assessment


EnrollmentWY.alternateAssessment

Program Exit Date

The date the student exited special education services. Reports the Program Exit Date if it is on or before the extract Effective Date and falls within the calendar year in which the student is enrolled. Otherwise reports blank. If Student IDEA reports as R or I, reports as blank. Also reports as blank in all other instances.


Date field, 8 digits, YYYYMMDD

Student Information > General > Enrollments > Special Ed Fields > Exit Date


Enrollment.spedExitDate

Student Exit Reason

Reason student exited enrollment. If Student IDEA reports as R or I, reports as blank.

See the Program Exit Reason Codes table.


Numeric, 2 characters

Student Information > General > Enrollments > Special Ed Fields > Program Exit Reason


Enrollment.spedExitReason

Student Out of State Transfer

Indicates the student transferred to a school district outside of Wyoming. If the active Primary enrollment has a Start Status of 0: Out of School Placement, reports as Y. Otherwise reports as N.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > Start Status


Enrollment.startStatus

Student Middle Name

Student's legal middle name


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

Student Suffix Name

Student's name suffix, such as Jr., III, etc.


Alphanumeric, 4 characters

Census > People > Demographics > Person Information > Suffix


Identity.suffix

Student Date of Birth

Student's birth date


Date field, 8 digits, YYYYMMDD

Census > People > Demographics > Person Information > Birth Date


Identity.birthdate

Student Gender

Gender of the student


Alphanumeric, 1 character, M or F

Census > People > Demographics > Person Information > Gender


Identity.gender

Asian Race

Indicates if the student's race/ethnicity is Asian.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthinicity

Black Race

Indicates if the student's race/ethnicity is Black or African American.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthinicity

Indian Race

Indicates if the student's race/ethnicity is American Indian or Alaska Native.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthinicity

Pacific Islander Race

Indicates if the student's race/ethnicity is Native Hawaiian or Other Pacific Islander.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthinicity

White Race

Indicates if the student's race/ethnicity is White.


Alphanumeric, 1 character, Y or N

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


Identity.raceEthinicity

Hispanic Ethnicity

Indicates if the student is Hispanic.


Alphanumeric, 1 character, Y or N

Census > People > Demographics > Person Information > Hispanic/Latino


Identity.hispanicEthnicity

Student IDEA

Indicates if the student was eligible for special education services. Options are:

  • Y: Yes, student has an IEP.
  • N: No, student does not have an IEP.
  • R: Refused, student was eligible but services were refused by parent or guardian
  • I: Ineligible, student was not eligible for an IEP.

Program Exit Date must fall within the current calendar year for this field to report as Y. If the student does not have a locked IEP in a WY print format that is active between the enrollment Start Date and the extract Effective Date, reports as I based on the student's locked, initial WY Eval. If the No IDEA disability found checkbox on the Determination of Eligibility editor of the Eval is marked, reports as I, or as N if it is not marked.


Alphanumeric, 1 character

Student Information > General > Enrollments > Special Education Fields > Special Education Status


Enrollment.specialEdStatus

Student ELL

Status of the student regarding the district's English Language Learner (ELL) program. When the student has an EL record active on the Effective Date or during the student's enrollment, reports as Y. However, if the Parent Declined checkbox is marked, reports as R. Otherwise, reports as N.


Alphanumeric, 1 character, Y, N or R

Student Information > Program Participation > English Learners (EL) > Identified Date, Program Exit Date


Calculated, not dynamically stored

Student Gifted/Talented

Indicates the student is considered gifted and/or talented.


Alphanumeric, 1 character, Y or N

Student Information > General > Enrollments > State Reporting Fields > Gifted/Talented


Enrollment.giftedTalented

Student Grade Level

The grade level of the student's enrollment.


Alphanumeric, 4 characters

Student Information > General > Enrollments > Grade


Enrollment.grade

Medicaid EligibleIf the 'Medicaid Participation' box is checked under District History, report 'Y' when a day on or between the reported locked IEP is greater than the Start Date and the End Date falls on or between the Medicaid Insurance Start Date / End Date range.

Report 'N' when the above criteria are not met.


If the 'Medicaid Participation' box under District History, is not checked, report 'X' for all students in the district.

Alphanumeric, 1 character, Y, N, or X
System Administration > Resources > District Information > District Editor > District History > Medicaid Participation

Student Information > Special Ed > General > Documents > Education Plan > Start Date, End Date


Student Information > Medicaid > Insurance > Insurance Start Date, Insurance End Date

End Status Options

Code

Description

108

Graduated with WY Regular Diploma and College CRS Study

124

Graduated with WY Regular Diploma and without College CRS Study

132

Completed school and received another credential

140

Dropped out

159

Discontinued School for GED or other ED

167

Expelled or involuntarily withdrawn

175

Reached maximum age for services

183

Withdrawn due to significant illness

205

Permanent incapacitation

213

Deceased

248

Enrolled in foreign exchange program (Return)

256

Foreign Exchange student returned to home country

264

Emigrated to another country

280

Mid-year change in the same school

281End of Active Enrollment, next enrollment inactive
282End of Inactive Enrollment, next record is active

302

End of concurrent or home school enrollment

310

Attendance through EOY; grade level advanced

329

Attendance through EOY; grade level retained

345

In District Transfer - mid year (public)

361

Out of District Transfer (public)

396

Out of State Transfer (public)

418

In State Transfer (private)

426

Out of State Transfer (private)

450

Transferred to home schooling

469

Transferred to an educational institution

Student Lunch Options

Where no Carry-Over is in place, the student has an eligibility record in the current calendar year and the extract Effective Date is on or before 30 instructional days into the current year, the eligibility status from the eligibility record in the current year must take precedence over any eligibility record in the prior year.

If the student's enrollment has an End Date before the extract Effective Date, will report the eligibility status (F or R) of the student's eligibility record that was active during their enrollment.

Code

Logic

X

Reports if :

  • 'National School Lunch Program' is not marked on the School History record

S

Reports if :

  • 'National School Lunch Program' is marked on the School History record and
  • Provision 2, 3, or 5 is selected on the School History record
D

Where 30-Day Carry Over is in place, reports if:

  • Student had an eligibility record of F: Free lunch on the last day of their enrollment in the previous calendar year and
  • Direct is selected for Source. 
  • The extract Effective Date is on or before 30 instructional days into the current calendar year and
  • The student does not have an Active eligibility record where the Start Date is on or before and End Date is on or after the extract Effective Date

Student's Eligibility Record would have a Start Date on or before and an End Date on or after the last enrollment End Date the student had in the prior calendar year OR the student's latest enrollment End Date was Null in the prior year and their Eligibility Record Start Date was on or before and the End Date was on or after the last instructional day in the calendar year.
C

Where 30-Day Carry Over is in place, reports if:

  • Student had an eligibility record of F: Free lunch on the last day of their enrollment in the previous calendar year and
  • Non-Direct is selected for Source. 
  • The extract Effective Date is on or before 30 instructional days into the current calendar year and
  • The student does not have an Active eligibility record where the Start Date is on or before and End Date is on or after the extract Effective Date

Student's Eligibility Record would have a Start Date on or before and an End Date on or after the last enrollment End Date the student had in the prior calendar year OR the student's latest enrollment End Date was Null in the prior year and their Eligibility Record Start Date was on or before and the End Date was on or after the last instructional day in the calendar year.
R

Where 30-Day Carry-Over is in place, reports if:

  • Student had an eligibility record of R: Reduced lunch on the last day of their enrollment in the previous calendar year and
  • The extract Effective Date is on or before 30 instructional days into the current calendar year and
  • The student does not have an Active eligibility record where the Start Date is on or before and End Date is on or after the extract Effective Date.  

Student's Eligibility Record would have a Start Date on or before and an End Date on or after the last enrollment End Date the student had in the prior calendar year OR the student's latest enrollment End Date was Null in the prior year and their Eligibility Record Start Date was on or before and the End Date was on or after the last instructional day in the calendar year.

D

Where no Carry-Over is in place, reports if:

  • Student has a F: Free Eligibility record in FRAM where the Start Date is on or before the extract Effective Date and the End Date is on of after the extract Effective Date OR
  • Student has a F: Free Eligibility record that was active on the last day of the student's enrollment in the current year.
  • Direct is selected for the Source. 
C

Where no Carry-Over is in place, reports if:

  • Student has a F: Free Eligibility record in FRAM where the Start Date is on or before the extract Effective Date and the End Date is on of after the extract Effective Date OR
  • Student has a F: Free Eligibility record that was active on the last day of the student's enrollment in the current year.
  • Non-Direct is selected for the Source.

R

Where no Carry-Over is in place, reports if:

  • Student has a R: Reduced Eligibility record in FRAM where the Start Date is on or before the extract Effective Date and the End Date is on of after the extract Effective Date OR
  • Student has a R: Reduced Eligibility record that was active on the last day of the student's enrollment in the current year.


In all other instances besides those described above, reports as N.

The following logic is true when a student record reports as a result of a Subsequent Year Reporting date:

  • Reports from the most recent School History record with an Effective Date on or before the student's enrollment End Date if an End Date is entered.
  • If an End Date is not entered, reports from the most recent School History record with an Effective Date on or before the last instructional day in the enrollment's calendar.
  • For all students in the school, when the Start Year is on or after the Provision Base Year and the Calendar End Date is on or before the Provision End Year on the School History record, will report as X if National School Lunch Program is no marked and as S if National School Lunch Program is marked, Provision is 2, 3, or 5 and a Provision Type of NSLP is marked. If neither of these situations are true, reports based on the above Lunch Status table.

Instructional Level Codes and Logic

Code Options: 

CodeDescription
HSPost-Secondary Dual
ELEnglish Language Learner
CLPost-Secondary Concurrent
APAdvanced Placement
RMRemedial
SESpecial Education
BABasic
GEGeneral
HLHonors Level
GTGifted & Talented Level
IBInternational Baccalaureate Program

Field Logic: 

Instruction Level Selected on SectionGrade LevelCollege CreditInstruction level Reported From
CL or HS9-12MarkedSection (blank if Provider ID is null)
CL or HS9-12Not markedCourse (blank if Provider ID is null)
CL or HSNot 9-12N/ACourse
Not CL or HS or NullN/ANot markedSection
Not CL or HS or NullN/AMarkedCourse
NullN/AN/ADefault value from Section, then Course.

Otherwise reports as Null.

Student Primary Disability Codes

Code

Race/Ethnicity

AT

Autism

CD

Cognitive Disability

DB

Deaf - Blindness

DD

Developmental Delay

ED

Emotional Disability

HI

Hearing Impaired (incl. Deaf)

MU

Multiple Disabilities

OI

Orthopedic Disability

HL

Other Health Impaired

LD

Specific Learning Disability

SL

Speech/Language Disability

BI

Traumatic Brain Injury

VI

Visual Impairment (incl. blind)

Special Education Setting Codes

Code

Description

CF

Correctional Facility

PH

Home School

HH

Homebound or Hospital

RR

In regular class 40-79% of day

SC

In regular class less than 40% of day

RE

In regular class 80% or more

PP

Private School (parent placed)

RF

Residential Facility

RM

Reverse Mainstreaming

Program Exit Reason Codes

Code

Description

DE

Deceased

DO

Dropped Out (Age 16-21)

GC

Graduated with Other Cert/Diploma

GD

Graduated with Reg Diploma

MA

Reached Maximum Age - no diploma or certificate

NM

Normal Matriculation

PE

Parental Exit

RP

Returned to Regular Program

TO

Transferred to Setting Outside District

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