CEDARS in SKYWARD October, 2010. CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction

CEDARS in

SKYWARDOctober, 2010

CEDARS The Comprehensive Education Data and Research System

OSPI The Washington Office of Superintendent of Public Instruction

EDS Education Data System

WSIPC The Washington School Information Processing Cooperative

FTP File Transfer Process

EOC End of Course

Acronyms Used in this Presentation

What is CEDARS?CEDARS is a data system that allows OSPI to collect, store and report information related to students, courses and teachers. •Course data includes standardized state course codes and content areas.•Student data includes demographics, enrollment information, schedules, grades, and program participation. •Teacher data includes demographics, certifications, and schedules. WSIPC has developed a data extract process that creates and populates 13 specific CEDARS files using data from district Skyward databases. These files are then sent to the OSPI secure FTP site using an automated process. Files are created and sent automatically on a weekly basis.

This PowerPoint presentation is designed be used in conjunction with the OSPI CEDARS Data Manual and provides Skyward users a lookup tool to quickly determine the Skyward data field(s) used to populate the fields in the CEDARS files. It is designed to provide information that will assist in the data analysis as a function of the CEDARS error correction process.

Today’s Agenda

– Locating Your Exceptions in CEDARS (EDS)– Handling Logical Deletes in CEDARS– Skyward Data on your District Xport Drive– SSID Export and SSID Import– Skyward to CEDARS Data Cross-Reference

– Q and A

Locating Your Exceptions in CEDARS


View Error Types is a summary of your error types.

View Details is a list of the records in error.

Error Records are the number of errors you have in the Table.

When using View Error Types, you can quickly see a summary of the types of errors occurring.


When using Error Details, you can export your errors to Excel. This makes locating information easier.


Click on the Submission List at the bottom left side of the screen

CEDARS Logical Delete Process

In this example, Student Schedule and Staff Schedule reached the threshold


Select one of the tables to view


The records pending logical delete will be displayed



Skyward Data on your district Export drive

1. Thirteen files are created from Skyward for CEDARS. These "source" files are stored on your Export drive in Citrix.

2. On your Citrix desktop, double click on the ESD101-MF-## icon. Double click on your Export (X) drive.


3. In your export drive, look for folders with little zippers on them. The folders are named: DistrictNumber_0000_CEDARS_YearMonthDay_SchoolYear.ZIP

Right click on that file and choose Extract All from the resulting

menu. An Extraction Wizard will walk you through the few steps necessary to unzip the files and will save them into a new folder that will be created in your Export drive. The name of this folder will include the date of the extract from WSIPC.

4. After clicking Finish on the Wizard, you will see 13 text files listed on your screen. Find the file that has your errors, Staff, Location, etc.


5. To open a file to review the data, right click on it and choose Open With/Choose Program from the resulting menu. Within the box that appears, choose Microsoft Excel. Locate your errors.

6. Errors cannot be corrected on EDS or in the source files; errors must corrected in Skyward.

7. CEDARS data will be sent to OSPI every Thursday night at midnight.

Remember: The goal is for all of us to maintain as accurate data as possible.

SSID extracts and imports

This is a two part process:1. Create an Extract file with the new SSIDs

from EDS

2. Import the new SSIDs into Skyward

SSID extracts and importsPart 1 – Create The Extract File

There are two ways to Create the Extract File:

A. Use the CEDARS Match Process and Export (see the CEDARS FAQ instructions)

B. Use the two step process in Skyward, Import them into EDS, Use the CEDARS Match Process and Export

Both processes conclude with a file of student names and SSID numbers.

SSID extracts and importsPart 1 – Create The Import file

If you choose Step B to create the Export file:

WS/State Reports/WA/SSID (Entity 000)

• Run the Export Students without State IDs choosing to ‘Create an SSID Extract File and Report’

• Run the View/Save Locally for State Transfer, selecting the correct file. This places the file in the Export drive.

This creates the file in your district’s Export Drive.

• Import the SSIDReport.txt file into EDS, use the EDS Match process and Export the file to your Export Drive.

SSID extracts and importsPart 2 –Import SSIDs Into Skyward

WS/State Reports/WA/SSID (Entity 000)Run the Import Student State IDsBrowse for the SSIDReport.txt Import the SSIDs

Skyward Data Cross Reference

CEDARS Location File (A)

This file contains information about each district with an OSPI assigned County-District Code and each school within the district. Each of the District’s schools with enrolled students will be reported in this file using the OSPI assigned school code.

Additional district and school information will continue to be collected through the Education Data System (EDS) Profile. This CEDARS file is necessary to link data between the thirteen (13) CEDARS files. Placeholder records that districts may use for programs or sub-sets of schools should not be reported in this file.

Element A01 – School Year CEDARS Field Name: SchoolYear

Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/<current school year>/Scheduling/Term Definitions/Start Date of first term definition

WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition



Element A02 – County District Code CEDARS Field Name: CountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code

WESPaC Path: SA/SY/DC/DI/District Code

Element A03– District Name CEDARS Field Name: DistrictName Web Access Path: PS/CA/DS/CF/DI/District Name

WESPaC Path: SA/SY/DC/DI/District Name


Element A04 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected

WESPaC Path: Entity selected


Element A06 – School Name CEDARS Field Name: SchoolName Web Access Path: WS/OF/PS/CO/SC/School Name

WESPaC Path: SM/EN/Edit Entity/EntitySchool/School

Element A05 – School Code CEDARS Field Name: SchoolCode Web Access Path: WS/OF/PS/CO/SC/School Number

WESPaC Path: SM/EN/Edit Entity/Edit School/School #

CEDARS District Student File (B)

This file consists of a record(s) for each student served in the district during the current school year along with the basic demographic data associated with the student. A student should have a record for each enrollment. Multiple enrollment records within one district will be necessary if the student enters, exits, and reenters a district. Entry and exit dates may not overlap forindividual students.


In some cases a student may need to be excluded from CEDARS

Element B01 – School Year CEDARS Field Name: SchoolYear




CEDARS District Student File (B) Element B02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: : PS/CA/DS/CF/DI/District Code


Element B03 – Resident County District Code CEDARS Field Name: ResidentCountyDistrictCode Web Access Path: WS/ST/PR/Entry-With/Edit/Res Dist

WESPaC Path: SM/ST/Entry-With/Edit/Res Dis

Element B04 – District Student ID CEDARS Field Name: DistricStudentIDWeb Access Path: WS/ST/PR/WA-NCLB/StdID

WESPaC Path: SM/ST/WA-NCLB/StID

CEDARS District Student File (B) Element B06 – Legal Last Name CEDARS Field Name: LegalLastName Web Access Path: WS/ST/PR/General/Profile/Edit/Last

WESPaC Path: SM/ST/General 1 tab/Edit/Last Name

Element B07 – Legal First Name CEDARS Field Name: LegalFirstName Web Access Path: WS/ST/PR/General/Profile/Edit/First

WESPaC Path: SM/ST/General 1 tab/Edit/First Name

Element B08 – Legal Middle Name CEDARS Field Name: LegalMiddleName Web Access Path: WS/ST/PR/General/Profile/Edit/Middle

WESPaC Path: SM/ST/General 1 tab/Edit/Middle Name

Element B09 – Birth Date CEDARS Field Name: Birthdate Web Access Path: WS/ST/PR/General/ Birth Hist/Edit/Date of Birth

WESPaC Path: SM/ST/General 1 tab/Edit/Date of Birth

CEDARS District Student File (B) Element B10 – Birth Country CEDARS Field Name: BirthCountry Web Access Path: WS/ST/PR/General/Birth Hist/Edit/Birth Country

WESPaC Path: N/A


Element B11 – Ethnicity Code This is no longer an Active Data Element

Element B12 – Gender CEDARS Field Name: Gender Web Access Path: WS/ST/PR/General/Profile/Edit/Gender

WESPaC Path: SM/ST/General 1 tab/Edit/Gender

CEDARS District Student File (B) Element B13 – Grade Level CEDARS Field Name: GradeLevelCode Web Access Path: N/A

WESPaC Path: N/A

•Grade Level is calculated as: (SCHOOLYEAR – SKYWARD.STUDENT.GRAD-YR) + 12.

•If the grade level is greater than 12, GD is reported. This is not a valid value for this element. Therefore, an error will be received and the student status must be reviewed in the database. (For active students only),

•If the grade level is less than zero, PK is reported.

•If the grade level is equal to zero, K is reported and the GLO Grade Level Override field (STUDENT.STUDENT-ECP) is checked for a K1 or K3. If the GLO is a K1 or K3, student is reported as a K1 grade level; otherwise, the student is reported as a K2 grade level.

•Use the following chart to determine the correct values for entry in the GLO field for Kindergarten students (note that the P223 Reporting Requirement is different but is based on the same values that are entered in the GLO field in Skyward):


Element B14 – Date Enrolled in District CEDARS Field Name: DistrictEnrollmentDate Web Access Path: WS/ST/PR/Entry-With/Edit/Most Recent District Entry Date, if C08 is blank - or - WS/ST/PR/Entry-With/Edit/ District Enrollment Date as of Withdrawal Date , if Element C08 is not blank

WESPaC Path: SM/ST/Entry-With/Edit/Most Recent District Entry Date - if Element C08 is blank - or - SM/ST/Entry-With/Edit/District Enrollment Date as of Withdrawal Date, if Element C08 is not blank

Element B15 – Date Exited from District CEDARS Field Name: DistrictExitDate Web Access Path: WS/ST/PR/Entry-With/Edit/Withdrawal Date

WESPaC Path: SM/ST/Entry-With tab/Edit/Withdrawal Date

CEDARS District Student File (B) Element B16 – Disability Code CEDARS Field Name DisabilityCode Web Access Path: WS/SS/SE/PR/Disabilities/Edit/Disability/State Report Code WESPaC Path: SM/SS/SE/Disability(s) tab/Disability Code/State Report Code


Element B17 – Student Primary Language Code CEDARS Field Name: PrimaryLanguageCode Web Access Path: WS/ST/PR/General/Profile/Edit/Native Language/Edit/Type

WS/ST/PR/General/Profile/Edit/Language/Edit/Type

Element B18 – Student Language Spoken at Home CEDARS Field Name: LanguageSpokenAtHome Web Access Path: WS/ST/PR/General/Profile/Edit/Home Language/Edit/Type or

WS/ST/PR/Family tab/Edit/Home Language/Edit/Type

CEDARS District Student File (B) Element B19 – Social Security Number (SSN) CEDARS Field Name: SSN Web Access Path: WS/ST/PR/WA-NCLB)/SSN

WESPaC Path: SM/ST/WA-NCLB tab/Edit/SSN

CEDARS District Student File (B) Element 20 – Residential Zip Code + 4 CEDARS Field Name: ZipCode Web Access Path: WS/ST/PR/General/Address/Edit Home/Zip Code

WESPaC Path: SM/ST/Family tab/Edit/Zip Code

CEDARS District Student File (B) Element B21 – Is Student Homeless? CEDARS Field Name: IsHomeless Web Access Path: WS/ST/PR/NCLB-2/Homeless

WESPaC Path: SM/ST/NCLB-2 tab/Homeless

CEDARS District Student File (B) Element B22 – Is Student an Approved Private School Student Attending Class Part-Time? CEDARS Field Name: IsApprovedPrivateSchoolStudentAttendingPartTime Web Access Path: WS/ST/PR/Categories/District/Edit Catg

WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

7

CEDARS District Student File (B) Element B23 – Is Student a Home-Schooled Student Attending Class Part-Time? CEDARS Field Name: IsHomeBasedStudentAttendingPartTime Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

CEDARS District Student File (B) Element B24 – Is Student from a Foreign Country with an F-1 Visa? CEDARS Field Name: IsF1VisaForeignExchangeStudent Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

CEDARS District Student File (B) Element B25 – Is Student In Foster Care? CEDARS Field Name: IsStudentInFosterCare Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

CEDARS District Student File (B) Element B26 – Graduation Requirements Year CEDARS Field Name: GradRequirementsYear Web Access Path: WS/ST/PR/General/Profile/Grad Req Base Yr WESPaC Path: SM/ST/General 1 tab/Edit/Grad Req Base Yr

CEDARS District Student File (B) Element B27 – Student Expected Year of Graduation CEDARS Field Name: ExpectedGradYear Web Access Path: WS/ST/PR/General/Profile/WA Grad Yr

WESPaC Path: SM/ST/General 1 tab/Edit/WA Grad Yr

Element B28 – Cumulative Grade Point Average CEDARS Field Name: GPA Web Access Path: WS/ST/PR/GPA/WA GPA/GPA

WESPaC Path: N/A

Element B29 – Credits Attempted CEDARS Field Name: CreditsAttempted Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Attemped

WESPaC Path: N/A

Element B30 – Credits Earned CEDARS Field Name: CreditsEarned Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Earned

WESPaC Path: N/A

CEDARS School Student File (C)

This file consists of a record(s) for each student of the enrollment data associated with each entry and exit for every school that served the student within the current school year. A student should have a record for each enrollment. Multiple enrollment records within one school will benecessary if the student enters exits and reenters a school. Entry and exit dates may not overlap for individual students.

Element C01 – School Year CEDARS Field Name: SchoolYear




CEDARS School Student File (C) Element C02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode

Web Access Path: PS/CA/DS/CF/DI/District Code


Element C03 – District Student ID CEDARS Field Name: DistricStudentID Web Access Path: WS/ST/PR/WA-NCLB/StdID


CEDARS School Student File (C) Element C04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/State SSID Number

WESPaC Path: SM/ST/WA-NCLB/State SSID Number


Element C05 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected


Element C06 – Date Student Enrolled in School CEDARS Field Name: SchoolEnrollmentDate Web Access Path: WS/ST/PR/Entry-With/Edit/Entry

WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Date

Element C07 –School Entry Code CEDARS Field Name: SchoolEntryCode Web Access Path: WS/ST/PR/Entry-With/Edit/Entry Code

WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Code


Element C09 – School Withdrawal Code CEDARS Field Name: SchoolWithdrawalCode

WS/ST/PR/Entry-With/Edit/Withdrawal Information/Code

WESPaC Path: SM/ST/Entry-With tab/Edit/Withdrawal Information/Code

Element C08 – Date Student Exited From School CEDARS Field Name: SchoolExitDate Web Access Path: WS/ST/PR/Entry-With/Edit/Entry

WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Date

CEDARS School Student File (C) Element C10 – Is this the School that is Primarily Responsible for the Student? CEDARS Field Name: IsPrimarySchool Web Access Path: WS/ST/Entity/Entity Info/Edit/WA Primary School or

WS/ST/Entity/Entity Info/Edit/Default Entity orWS/ST/PR/Entry-With/Edit/Withdrawal Information/Default Entity

WESPaC Path: SM/ST/Entity tab/Edit/WA Primary School orSM/ST/Entity tab/Edit/ Default Entity

CEDARS School Student File (C) Element C11– School Choice Code CEDARS Field Name: IsSchoolChoiceCode Web Access Path: WS/ST/PR/NCLB-2/Non-Res In/Edit/Enrolled In Type

WESPaC Path: SM/ST/NCLB-2 tab/Non-Res Enrl In/Edit/Enrolled In Type


Element C12 – Cumulative Days Present this Enrollment Period CEDARS Field Name: CumulativeDaysPresent Web Access Path: N/A

WESPaC Path: N/A

Element C13 – Cumulative Number of Unexcused Absences Enrollment Period CEDARS Field Name: NumUnexcusedAbsences Web Access Path: N/A

WESPaC Path: N/A

CEDARS Course Catalogue File (D)

This file is a catalog of all courses for all grades in the current school yearoffered at each school in the district. There should be one record for eachcourse offered at each school within the district.

For example, if Eng101 is offered at two schools, there would be two records in this file for Eng101, one for each school in the district offering the course.

Element D01 – School Year CEDARS Field Name: SchoolYear




CEDARS Course Catalog File (D) Element D02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code


Element D03 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected



Element D04 – Course ID CEDARS Field Name: CourseID Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key

WESPaC Path: SM/OF/CS/MA/Edit Course/Course Key

Element D05 – Course Title CEDARS Field Name: CourseTitle

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Long Description

WESPaC Path: SM/OF/CS/MA/Edit Course/Long Description


Element D06 – Content Area Code CEDARS Field Name: ContentAreaCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/Content Area Code

WESPaC Path: N/A


Element D07 – Course Designation Code CEDARS Field Name: CourseDesignationCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific

WESPaC Path: SM/OF/CS/MA/Edit Course/More button – Online Course and Cambridge Program Not Available

CEDARS Course Catalogue File (D) Element D08 – State Course Code CEDARS Field Name: StateCourseCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/State Course Code

WESPaC Path: N/A CEDARS State Course Codes for Mathematics EOC Testing:


Element D09 – Advanced Placement (AP) and International Baccalaureate (IB) Code

CEDARS Field Name: APIBCourseCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Advanced Placement WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Adv Placement


Element D10 – Classification of Instructional Program (CIP) Code Number

CEDARS Field Name: CIPCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/General Properties/CIP Code WESPaC Path: SM/OF/CS/MA/Edit Course/CIP Code

Element D11 – Is Career and Technical Education (CTE) Direct Transcription Available?

CEDARS Field Name: IsDirectTranscriptionAvailable

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Direct Transcription Available WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Direct Transcription Available

CEDARS Student Schedule File (E)

Schedules for each student in grade PK through grade 12 will be provided inthis file. Only include those courses the student is currently taking during theterm effective at the time of submission.

CEDARS Student Schedule File (E) Element E01 – School Year CEDARS Field Name: SchoolYear




Element E02 – Serving County District Code

CEDARS Field Name: ServingCountyDistrictCode



Element E03 – District Student ID CEDARS Field Name: DistrictStudentId

Web Access Path: WS/ST/PR/WA-NCLB/StdID


Element E04 – State Student ID (SSID) CEDARS Field Name: SSID

Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number

WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number


Element E05 – Location ID CEDARS Field Name: LocationID

Web Access Path: Entity selected


CEDARS Student Schedule File (E) Element E06 – Course ID CEDARS Field Name: CourseId

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key


Element E07 – Section ID CEDARS Field Name: SectionID

Web Access Path: WS/ST/PR/ Scheduling/Current/Edit/Course and Class Information/Section WESPaC Path: SM/ST/ Scheduling tab/Edit/Edit/Course and Class Information/Section

Element E08 – Term CEDARS Field Name: Term

Web Access Path: WS/ST/PR/Scheduling/Current/Edit/Course and Class Information/Term

WESPaC Path: SM/ST/Scheduling tab/Edit/Edit/Course and Class Information/Term

CEDARS Staff File (F)

This file contains information about district staff teaching a course or assignedto a homeroom for the current school year in grades PK–12. There should beone entry for each staff type for each staff member. If a staff member servesmore than one school, then that information is captured in the Staff ScheduleFile G.

CEDARS Staff File (F) Element F01 – School Year CEDARS Field Name: SchoolYear



CEDARS Staff File (F) Element F02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode



Element F03 – Staff ID CEDARS Field Name: StaffId

Web Access Path: WS/OF/SC/BS/SM/Expand Course/Expand Meet Details/Edit/Tea

WESPaC Path: SM/OF/CS/CM/Edit Meet/Teacher


Element F04 – Staff Type Code CEDARS Field Name: StaffTypeCode

Web Access Path: WS/SF/SF/WA/Staff Type Code/Edit/WA Staff Type

WESPaC Path: HR/EM/Main tab/Export CEDARS data from this plan HR/EM/Assignments tab/Edit/Assignment Breakdown button/Duty (for combined districts)

Element F05 – Certification Number CEDARS Field Name: CertificationNumber

Web Access Path: WS/SF/SF/Edit/Cert Number

WESPaC Path: HR module: HR/PR/Credits tab/Edit Certifications/Certification # Student module: SM/SF/Edit Staff/Cert Number


Element F06 – Last Name CEDARS Field Name: LastName

Web Access Path: WS/SF/SF/Edit/Edit Name/Last Name

WESPaC Path: SM/SF/Edit Name/Last Name

Element F07 – First Name CEDARS Field Name: FirstName

Web Access Path: WS/SF/SF/Edit/Edit Name/First Name

WESPaC Path: SM/SF/Edit Name/First Name

Element F08 – Middle Name CEDARS Field Name: MiddleName

Web Access Path: WS/SF/SF/Edit/Edit Name/Middle Name

WESPaC Path: SM/SF/Edit Name/Middle Name

CEDARS Staff File (F) Element F09 – Birth Date CEDARS Field Name: BirthDate

Web Access Path: WS/SF/SF/Edit/Edit Name/Date of Birth

WESPaC Path: SM/SF/Edit Name/Date of Birth

CEDARS Staff Schedule File (G)

Schedules for each staff member in all grades PK–12 teaching a course orassigned to a homeroom will be detailed in this file. The Staff Schedule File willinclude all teachers and the courses currently taught by teachers in the currentschool year.

Only include those courses the teacher is currently instructingduring the term effective at the time of submission.

CEDARS Staff Schedule File (G) Element G01 – School Year CEDARS Field Name: SchoolYear



CEDARS Staff Schedule File (G) Element G02 – Serving County District Code CEDARS Field Name:ServingCountyDistrictCode



Element G03 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected


CEDARS Staff Schedule File (G) Element G04 – Staff ID CEDARS Field Name: StaffId

WESPaC Source: CLASS-MEET.NAME-ID

Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Teacher

Element G05 – Course ID CEDARS Field Name: CourseId

Web Access Path: WS/OF/SC/BC/SM/Expand Course/Course Key

WESPaC Path: SM/OF/CS/MA/Edit Course

Element G06 – Section ID CEDARS Field Name: SectionId

Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Class (Section number)

WESPaC Path: SM/OF/CS/MA/Edit Meet/Class (Section Number)

Element G07 – Term CEDARS Field Name: Term

Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Scheduling Term Start

WESPaC Path: SM/OF/CS/MA/Edit Meet/Scheduling Term Start

CEDARS Grade History File (H)

This file contains records for every student’s high school credit courses wherecredit was attempted. The final grade for the course must be the same gradethat will appear on the student’s transcript.

Grade history records for courses the student received from schools outside the serving district should be reported using 9999.

CEDARS Grade History File (H) Element H01 – School Year CEDARS Field Name: SchoolYear




Element H02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode



Element H03 – District Student ID CEDARS Field Name: DistrictStudentID

Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

Element H04 – State Student ID (SSID) CEDARS Field Name: SSID




Element H05 – Location ID CEDARS Field Name: LocationId




Element H06 – Staff ID CEDARS Field Name: StaffId

Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Teacher WESPaC Path: SM/OF/CS/CM/Edit Meet/Teacher

Element H07 – Course ID CEDARS Field Name: CourseId

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key


Element H08 – Course Title CEDARS Field Name: CourseTitle

Web Access Path: WS/OF/SC/BC/CM/Edit Course /Short Description

WESPaC Path: SM/OF/CS/MA/Edit Course/Short Description

CEDARS Grade History File (H) Element H09 – Grade Level Code CEDARS Field Name: GradeLevelCode

Web Access Path: WS/ST/PR/Grades tab/Class History/Edit (Current & Historical)

WESPaC Path: SM/ST/Grades tab/History/Edit/Grade

Element H10 – Letter Grade CEDARS Field Name: LetterGrade

Web Access Path: WS/OF/GR/GS/Expand Student/Classes/Edit (Current & Historical) WESPaC Path: SM/OF/GR/GE - or SM/ST/Grades tab/History/Edit/Grade History Entry


Element H11 – Credits Attempted CEDARS Field Name: CreditsAttempted

Web Access Path: N/A

WESPaC Path: N/A

Element H12 – Credits Earned CEDARS Field Name: CreditsEarned


WESPaC Path: N/A

Element H13 – Course Designation Code CEDARS Field Name: CourseDesignationCode

Web Access Path: WS/OF/SC/BC/MA/Edit Course/Washington State Specific

WESPaC Path: SM/OF/CS/MA/Edit Course/More button

CEDARS Grade History File (H) Element H14 – Content Area Code CEDARS Field Name: ContentAreaCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/Content Area Code

WESPaC Path: N/A

Element H15 – State Course Code CEDARS Field Name: StateCourseCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/State Course Code

WESPaC Path: N/A


Element H16 – Advanced Placement (AP) and International Baccalaureate (IB) Code

CEDARS Field Name: APIBCourseCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Advanced Placement

WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Adv Placement

CEDARS Grade History File (H) Element H17 – Classification of Instructional Program (CIP) Code Number CEDARS Field Name: CIPCode

Web Access Path: WS/OF/SC/BC/CM/Edit Course/General Properties/CIP Code

WESPaC Path: SM/OF/CS/MA/Edit Course/CIP Code

Element H18 – Term End Date CEDARS Field Name: TermEndDate

Web Access Path: WS/OF/GR/PS/CF/CL/expand ID/expand Class Control Sets/Edit/Class End Date WESPaC Path: SM/OF/GR/CO/GR/Course Length Sets tab/Edit Control/Class Stop Date

Element H19 – Term CEDARS Field Name: Term

Web Access Path: WS/OF/GR/PS/CF/CL/Class Control Sets/Edit/Scheduling Values/Start Term

WESPaC Path: SM/OF/GR/CO/GR/Course Length Sets tab/Schedule Value/Start Term

CEDARS Grade History File (H) Element H20 – Is the Student a Career and Technical Education (CTE) Program Completer? CEDARS Field Name: IsVocationalCompleter

Web Access Path: WS/ST/PR/CTE tab/Add/CTE Completer

WESPaC Path: N/A

Element H21 – Did Student Receive a State or Nationally Recognized Industry Certification? CEDARS Field Name: HasIndustryCertification

Web Access Path: WS/ST/PR/CTE tab/Add/Industry Certificate

WESPaC Path: N/A


Element H22 – Is Career and Technical Education (CTE) Direct Transcription Available? CEDARS Field Name: IsDirectTranscriptionAvailable

Web Access Path: WS/OF/SC/BC/MA/Edit Course/Washington State Specific/Direct Transcription Available

WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Direct Transcription Available

Element H23 – Is Tech Prep Completer? CEDARS Field Name: IsTechPrepCompleter

Web Access Path: WS/ST/PR/CTE tab/Add/Tech Prep Completer

WESPaC Path: NA


Element H24 – Did the Student Take or Pass a State or Nationally Recognized Assessment of Technical Skill and Knowledge?

Web Access Path: WS/ST/PR/Test Scores/expand CTE Assessment test/expand Scores/Score column

WESPaC Path: SM/ST/Test Scores tab/Edit/Score column of the CTE Assessment test

CEDARS Student Programs File (i)

This file details student participation in various programs for the current school year. There should be one record per student per program for the current school year. For example, if a student enters, exits and re-enters a program, there should be two records to reflect these two separate enrollments into the program.

If a student is participating in or received services from more than one program, there should be a record for each program. Information for the StateTransitional Bilingual Instruction Program is not included in this file. It is reported separately in the Student Bilingual Programs File J. Information for the Special Education Program is not included in this file. It is reported separately in the Student Special Education Programs File K.


Element I01 – School Year CEDARS Field Name: School Year

Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/<current school year>/Scheduling/Term Definitions/Start Date of first term definition


Element I02 – Serving County District Code CEDARS Field Name: Serving County District Code



Element I03 – District Student ID CEDARS Field Name: District Student Id




Element I05 – Location ID CEDARS Field Name: Location Id Web Access Path: Entity selected WESPaC Path: Entity selected

Element I04 – State Student ID (SSID) CEDARS Field Name: SSID




Element I06 – Program Code CEDARS Field Name: Program Code

ALL Program Codes are on WA/NCLB Student Programs with the exception of #16 and #19

Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Funding Source#16 - WS/ST/PR/NCLB-2 tab/Section 504#19 - WS/ST/PR/Food Service tab/Lunch Code

WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Funding Source #16 - SM/ST/NCLB-2 tab/Section 504 #19 - SM/FS/PM/MP - or- SM/FS/PM/MA - or- SM/FS/PM/MC - or- SM/ST/FS tab


Element I08 – Program Exit Date CEDARS Field Name: Exit Date

Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Program End Date

WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Program End Date

Element I07 – Program Start Date CEDARS Field Name: Start Date

Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Program Start Date

WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Program Start Date


Element I09 – Exit Reason Code CEDARS Field Name: Exit Reason Code

Reporting null due to the fact that the field is optional and is not available in the database.

Web Access Path: N/A WESPaC Path: N/A Element I10 – Qualification Code CEDARS Field Name: Qualification Code

Food Service Washington Reason Code when Program Code = 19 (Free/Reduced Meals)

Web Access Path: WS/ST/PR/Food Service

WESPaC Path: SM/FS/PM/MP - or- SM/FS/PM/MA - or- SM/FS/PM/MC - or- SM/ST/Food Service tab

CEDARS Student Bilingual Programs File (J)

This file captures program information unique to the State Transitional Bilingual Instruction Program. There should be one entry for each student per enrollment into the program for the current school year.

For example, if a student enters, exits, and re-enters the State Transitional Bilingual Instruction Program, there should be two entries to reflect these two separate enrollments into the Program. This file also captures students who are eligible for the State Transitional Bilingual Instruction Program, but are not served.


Element J01 – School Year CEDARS Field Name: School Year



Element J02 – Serving County District Code CEDARS Field Name: Serving County District Code



Element J03 – District Student ID CEDARS Field Name: District Student Id




Element J04 – State Student ID (SSID) CEDARS Field Name: SSID



Element J05 – Location ID CEDARS Field Name: Location Id




Element J06 – Instructional Model Code CEDARS Field Name: Instructional Model Code

Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Instructional Model

WESPaC Path: N/A


Element J07 – Program Start Date CEDARS Field Name: Start Date

Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Start Date

WESPaC Path: SM/ST/NCLB-2 tab/Limited Eng Prof/Edit/Start Date


Element J08 – Program Exit Date CEDARS Field Name: Exit Date

Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/End Date

WESPaC Path: SM/ST/NCLB-2 tab/Limited Eng Prof/Edit/End Date


Element J09 – Exit Reason Code CEDARS Field Name: Exit Reason Code

Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Exit Reason

WESPaC Path: N/A

Valid Reasons: a – Re-designated/Transitionedb – Graduatedc – Drop-outd – Left for other Reasonse – Transferred/Moved out of districtg – Primary LEP factors attributed to Special Education


Element J10 – Placement Test Scale Score CEDARS Field Name: Placement Test Scale Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Scale Score WESPaC Path: N/A

Element J11 – Placement Test Level Score CEDARS Field Name: Placement Test Level Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Level Score WESPaC Path: N/A Element J12 – Placement Test Date CEDARS Field Name: Placement Test Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Test Date WESPaC Path: N/A

CEDARS Student Bilingual Program File (J)

Element J14 – Initial USA Placement Date CEDARS Field Name: Initial USA Placement Date Reporting null due to the fact that the field is optional and is not available in the database. Web Access Path: N/A WESPaC Path: N/A

Element J15 – Number of Months US Attendance CEDARS Field Name: Num Months US Attendance If using I06 Program Code 15, Title III Immigrant, report the number of months the student attended school in the US (grades PK-12) prior to enrolling in this district.Web Access Path: WS\ST\PR\WA-NCLB\Nbr Of Mnths US AttnWESPaC Path: N/A

CEDARS Student Bilingual Program File (J)

Element J16 – Number of Months Non US Formal Education

CEDARS Field Name: Num Months Non US Formal Attendance

Reporting null due to the fact that the field is optional and is not available in the database.


WESPaC Path: N/A

CEDARS Special Education Programs File (K)

This file captures program information unique to the Special Education Program. There should be one entry for each student per enrollment into the program for the current school year. For example, if a student enters, exits and re-enters the Special Education Program, there should be two entries to reflect these two separate enrollments into the Program.


A student is considered Special Education by CEDARS if: The student has any data elements required for File K

ANDThe student does NOT have a District Exit Date (B15)

ANDThe student does NOT have an Exit Reason Date and an Exit Reason Code (K08 & K09)


Element K01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000



Element K02 – Serving County District Code CEDARS Field Name: Serving County District Code



Element K03 – District Student ID CEDARS Field Name: District Student Id




Element K05 – Location ID CEDARS Field Name: Location Id Web Access Path: Entity selected WESPaC Path: Entity selected

Element K04 – State Student ID (SSID) CEDARS Field Name: SSID




Element K06 – Least Restrictive Environment (LRE) Code CEDARS Field Name: LRE Code Web Access Path: WS/SS/SE/PR/IEP Information/IEP Information/Edit/Least Restrictive Environment

WESPaC Path: SM/SS/SE/IEP Info tab/LRE button/LRE Training Information: The LRE Code is reported from the student’s most current IEP record, even if the IEP has a future date.

Element K07 – Start Date CEDARS Field Name: Start Date Web Access Path: WS/SS/SE/PR/IEP Information/IEP Information/Edit/Start IEP

WESPaC Path: SM/SS/SE/Gen. Info button/Upd Place/Begin Date


Element K08 – Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Date

WESPaC Path: SM/SS/SE/State Rpt button/Exit Date

Element K09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Reason/Edit/State Rpt Code

WESPaC Path: SM/SS/SE/State Rpt button/Exit Code 1 = re-evaluated, no longer SPED; 2 = aged out; 3 = grad w/diploma; 4 = parent revokes consent


Element K10 – Initial Referral Date CEDARS Field Name: Initial Referral Date

This field is optional.

Web Access Path: SM/SS/PR/SE/Referrals tab/ Date of Referral

WESPaC Path: N/A

Element K11 – Initial Eligibility Date CEDARS Field Name: Initial Eligibility Date

Reporting blank due to the fact that the field is optional and is not available in the database.


WESPaC Path: N/A


Element K12 – Last IEP Review Date CEDARS Field Name: Last IEP Review Date Web Access Path: WS/SS/SE/PR/IEP Information/Edit/Last IEP Meeting

WESPaC Path: SM/SS/SE/IEP Info tab/Last IEP Meeting


Element K13 – Last Evaluation Date CEDARS Field Name: Last Evaluation Date

This field is optional.Web Access Path: WS/SS/SE/PR/Evaluation Info/Edit/Evaluation Completed WESPaC Path: SM/SS/SE/Eval Info tab/Eval Compl Date

This file captures ethnicity information unique to each student. This file consists of at least one record for each student served in the district during the current school year along with ethnicity data associated with the student. If Ethnicity Code equals ‘10’ (Non-Hispanic), there cannot be other records in this file for the same student. If Ethnicity Code contains one of the Hispanic ethnicities, there can be multiple records for the student.

CEDARS Special Education Ethnicity File (L)


Element L01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000



Element L02 – Serving County District Code CEDARS Field Name: Serving County District Code



Element L03 – District Student ID CEDARS Field Name: District Student Id



Element L04 – State Student ID (SSID) CEDARS Field Name: SSID




Element L05 – Ethnicity Code CEDARS Field Name: Ethnicity CodeWeb Access Path: WS/ST/PR/General Tab/Eth-Race/ Federal/State Ethnicity

WESPaC Path: N/A

This file captures race information unique to each student. This file consists of at least one record(s) for each student served in the district during the current school year along with race data associated with the student. For students who are multiracial, individual records will be submitted; one for each race selected.

CEDARS Special Education Race File (M)


Element M01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000



Element M02 – Serving County District Code CEDARS Field Name: Serving County District Code



Element M03 – District Student ID CEDARS Field Name: District Student Id



Element M04 – State Student ID (SSID) CEDARS Field Name: SSID




Element M05 – Race Code CEDARS Field Name: Race CodeWeb Access Path: WS/ST/PR/General Tab/Eth-Race/State Race

WESPaC Path: N/A

Questions?

Thank You for Coming!

Email [email protected] call 456-2718 with further questions

mailto:[email protected]

Documents

CEDARS in SKYWARD October, 2010. CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction