RIDE Information Services
 
 
  Record Layout and Instructions
   
 

PLEASE READ THE INSTRUCTIONS CAREFULLY BEFORE PREPARING AND SUBMITTING ANY DATA.

Click here for:
Enrollment Census Instructions
Data Validation Rules
ADT Instructions


Teacher-Course-Student(TCS) Documents
TCS Policy Guidance [Word Version]
TCS Data Collection Specifications
TCS Data Collection FAQ
TCS Data Collection Timeline

Date Latest Updates
11/20/2009 Start of re-design and development of Enrollment Census
12/26/2008 Program reporting sub-module is currently re-designed, please check back later for the latest.
12/27/2008 We will accept data in separate files, use the sheet name in record layout to name the sheet.
1/2/2009 Auto SQL transfer with pilot districts.
1/9/2009 Application delivered to selected districts for testing, webEx workshops
1/12/2009 Enable to batch-replace previously reported enrollment records with most currently submitted records.
1/12/2009 Program fields have been added back to Sheet A. Program information will continue to be collected in flat file format until RIDE completes the program Census application.
1/12/2009 Enable districts to reconcile the student demographic differences with the SASID master table.
1/14/2009 Created Address Type - MAIL for mailing, HOME for dwelling.
1/14/2009 Application deployed to district users
2/1/2009 Build rosters for Science Assessment
2/27/2008 Create modules to enable submissions of school calendar and daily attendance/absence
3/4/2009 Created separate record layouts and sample Excel document for individual reports
3/13/2009 Build rosters for Alternate Assessment
3/22/2009 Collecting/reporting program eligibility/participating status
3/31/2009 Rosters extracted and updated for Science Assessment
4/5/2009 Student address and contact reporting module released
5/1/2009 Annual graduates and dropouts verified and submitted to NCES
5/20/2009 Discipline module released, DTA is being configured, summary reports being built
5/28/2009 Student enrollment and demographic files needed for Science, DRA and Reading Frist assessments.
7/20/2009 EC 2009-10 activated
7/31/2009 Student rosters for 2009-10 needed for Fall State assessment
7/31/2009 EOY reporting completed
8/19/2009 Submitting teacher-course-student (TCS) data for 08-09 and 09-10
2/5/2010 Added Summer Withdrawal submission module

Justification: Information collected in this Census are generally used to generate roster labels for various State assessments, supply detailed student demographic and program information for analyses of State test results, AYP determinations, State Aid and other mandated State and federal reporting. Click on the following links for additional information.

Reporting Policies and Regulations Regulated By
Federal Reporting Through edFacts USDE
Intervening Services (EIS) IDEA
Race and Ethnicity USDE
English Language Learnings Board of Regents
State Assessment RIDE
Truancy Reporting USDE
Reporting Graduation and Dropout Rates RIDE
NCES Dropout Definition USDE/NCES
Reporting Early Intervening Services Under IDEA USDE/IDEA
Extending Categorical Eligibility for Free Meals or Free Milk for 2008-09 USDA
Reporting Daily Absentee Data RIDE/DOH
Reporting Personal Literacy Plan (PLP) Board of Regents
Reporting Student Membership for School Funding RIDE

Critical timelines: The general requirement is to keep the core enrollment Census data updated by end of each month, all components of the Census have to be completed and signed off by end of each year.

Month Critical Use Due Dates Signoff
Required
November State & Federal reporting of October 1st membership, analyses of NECAP assessment results, AYP determinations, rosters for NAEP assessment, technology literacy, data warehouse mid-Nov Oct 1st Snapshot Report
December Annual graduates and dropouts verified and updated for federal reporting, analyses of student exits by cohort mid-Dec Graduates, Dropouts, Graduation Rates
January Rosters for ELL Assessment end-Jan Snapshot Report
February Rosters for Science, Alternate Assessment mid-Feb Snapshot Report
March Rosters for Reading First Tests mid-Mar Snapshot Report
March Student Membership data for School Funding mid-Mar ADM - State Calculated, Submission, and Snapshot Reports
May Analyses of Science Test Participation and results, DRA and Reading First Assessments mid-May Snapshot Report
August-September State Aid analyses, In$ite expenditures analyses, analyses of attendance rates for AYP, State and federal reporting of student membership, program status, student mobility, discipline and truancy reports, early intervention services and Title I program participation. mid-August Submission Report, District Membership and Attendance Reports, Average Daily Membership and Attendance, Discipline, Truancy, EIS, Title I
   
  RECORD LAYOUT FOR ENROLLMENT CENSUS CORE
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID SASID TEXT 10
N
Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C REPORTING DISTRICT CODE DISTCODE TEXT 2
N
Y
D RESIDENT COMMUNITY CODE DISTCODE_RES TEXT 2
N
Y
E SCHOOL CODE SCHCODE TEXT 5
N
Y
F SCHOOL CODE IF ENROLLED OUT OF DISTRICT SCHCODE_OUT TEXT 5
N
C
G CAREER AND TECHNICAL CENTER CODE IF CONCURRENTLY ENROLLED CTECHCTR TEXT 5
N
C
H NEXT SCHOOL CODE : School Code for location where a student is expected to be enrolled next year. SCHCODE_NEXT TEXT 5 N C
I STUDENT GRADE GRADE TEXT 2
N
Y
J ENROLLMENT DATE ENROLL_DATE DATE
N
Y
K ENROLLMENT TYPE ENROLL_TYPE TEXT 1
N
Y
L EXIT/WITHDRAWAL DATE (blank defaults to currently enrolled) EXIT_DATE DATE  
N
C
M EXIT/WITHDRAWAL TYPE (blank defaults to currently enrolled) EXIT_TYPE TEXT 2
N
C
N AGGREGATE DAYS OF MEMBERSHIP ADM TEXT 3 Y C
O AGGREGATE DAYS OF ATTENDANCE ADA TEXT 3 Y C
P TOTAL SCHOOL DAYS FOR STUDENTS SCHOOLDAYS TEXT 3 N Y
Q STUDENT LAST NAME LASTNAME TEXT 50
Y
Y
R STUDENT FIRST NAME FIRSTNAME TEXT 50
Y
Y
S STUDENT MIDDLE NAME MIDDLENAME TEXT 50
Y
O
T STUDENT GENDER SEX TEXT(M/F) 1
Y
Y
U STUDENT DATE OF BIRTH DOB DATE
Y
Y
V STUDENT RACE RACE TEXT 1
Y
O
W HISPANIC OR LATINO HISPANIC TEXT(Y/N) 1 Y Y
X AMERICAN INDIAN OR ALASKA NATIVE NATIVE TEXT(Y/N) 1 Y Y
Y ASIAN ASIAN TEXT(Y/N) 1 Y Y
Z BLACK OR AFRICAN AMERICAN BLACK TEXT(Y/N) 1 Y Y
AA NATIVE HAWAIIAN OR OTHER PACIFIC ISLANDER PACIFIC TEXT(Y/N) 1 Y Y
AB WHITE WHITE TEXT(Y/N) 1 Y Y
AC YEAR FIRST ENROLLED IN 9TH GRADE COHORT TEXT 4 Y O
AD Home Language (for IEP/LEP students ONLY) LANGUAGE_HOME TEXT 4 Y C
AE STUDENT LUNCH STATUS: (blank defaults to'N') LUNCH TEXT 1 Y Y
AF STUDENT IEP STATUS: (blank defaults to 'N') IEP TEXT 1 Y O
AG STUDENT SEC504 STATUS (blank defaults to 'N') SEC504 TEXT 1 N Y
AH STUDENT LEP STATUS: (blank defaults to 'N')  LEP TEXT 1 Y O
AI STUDENT IMMIGRANT STATUS: (blank defaults to 'N') IMMIGRANT TEXT 1 Y Y
AJ STUDENT MIGRANT STATUS: (blank defaults to 'N') MIGRANT TEXT 1 N O
AK STUDENT TITLE I STATUS: (blank defaults to 'N') TITLE1 TEXT 1 N Y
AL STUDENT HOMELESS STATUS: (blank defaults to 'N') HOMELESS TEXT 1 N Y
AM STUDENT VOCED STATUS: (blank defaults to 'N') VOCED TEXT 1 N O
 
Required Codes - Y=required, C=conditional, O=optional
 

Click here to download a sample Excel document.
  RECORD LAYOUT FOR PROGRAM CORE
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID SASID TEXT 10
N
Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C REPORTING DISTRICT CODE DISTCODE TEXT 2
N
Y
D STUDENT LAST NAME LASTNAME TEXT 50
N
Y
E ELIGIBLE/PARTICIPATING PROGRAM CODE PROGRAM_CODE TEXT 4
N
Y
F PROGRAM START DATE PROGRAM_SDATE DATE   N N
G PROGRAM END DATE PROGRAM_EDATE DATE   N N
H PROGRAM EXIT STATUS PROGRAM_EXIT_CODE TEXT 1 N N
 
Required Codes - Y=required, C=conditional, O=optional
 
  RECORD LAYOUT FOR DAILY ATTENDANCE
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID (blank value not allowed) SASID TEXT 10 N Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C DISTRICT CODE DISTCODE TEXT 2 N Y
D SCHOOL CODE SCHCODE TEXT 5 N Y
E DATE OF ATTENDANCE/ABSENCE ATTEND_DATE DATE   N Y
F TYPE OF ATTENDANCE/ABSENCE ATTEND_TYPE TEXT 2 N Y
 
Required Codes - Y=required, C=conditional, O=optional
 
  RECORD LAYOUT FOR DISCIPLINE
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID (blank value not allowed) SASID TEXT 10 N Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C DISTRICT CODE DISTCODE TEXT 2 N Y
D SCHOOL CODE SCHCODE TEXT 5 N Y
E STUDENT LAST NAME LASTNAME TEXT 50
N
Y
F INFRACTION INFRACTION TEXT 2 N Y
G DATE OF INFRACTION INFRACTION_DATE DATE   N Y
H DISCIPLINE DISCIPLINE TEXT 1 N Y
I DURATION DURATION TEXT 3 N Y
J WEAPON (for Weapons-related Infractions) WEAPON TEXT 1 N C
K REASON (when INFRACTION=33) REASON TEXT 250 N C
L PHYSICAL INJURY INJURY TEXT(Y/N) 1 N C
 
Required Codes - Y=required, C=conditional, O=optional
 
  RECORD LAYOUT FOR HOME ADDRESS
 
Field Field Description Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID SASID TEXT 10
N
Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C REPORTING DISTRICT CODE DISTCODE TEXT 2
N
Y
E STUDENT LAST NAME LASTNAME TEXT 50
N
Y
F
 Mailing Address Line 1 ADDRESS_M_L1 TEXT 50 N Y
G Mailing Address Line 2 ADDRESS_M_L2 TEXT 50 N O
H Mailing Address City/Town ADDRESS_M_CITY TEXT 50 N Y
I Mailing Address State ADDRESS_M_STATE TEXT 2 N Y
J Mailing Address Zip ADDRESS_M_ZIP TEXT 5 N Y
K Mailing Address Zip 4 ADDRESS_M_ZIP4 TEXT 4 N O
L Dwelling Address Line 1 ADDRESS_D_L1 TEXT 50 N O
M Dwelling Address Line 2 ADDRESS_D_L2 TEXT 50 N O
N Dwelling Address City/Town ADDRESS_D_CITY TEXT 50 N O
O Dwelling Address State ADDRESS_D_STATE TEXT 2 N O
P Dwelling Address Zip ADDRESS_D_ZIP TEXT 5 N O
Q Dwelling Address Zip 4 ADDRESS_D_ZIP4 TEXT 4 N O
R Student Cell Phone PHONE_ST TEXT 15 N O
S Student Email EMAIL_ST TEXT 60 N O
T Emergency Phone PHONE_EMG TEXT 15 N O
U Primary Contact Phone PHONE_PC TEXT 15 N O
V Secondary Contact Phone PHONE_SC TEXT 15 N O
Required Codes - Y=required, C=conditional, O=optional
 
  RECORD LAYOUT FOR CLASS ROSTER
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID (blank value not allowed) SASID TEXT 10 N Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C DISTRICT CODE DISTCODE TEXT 2 N Y
D SCHOOL CODE SCHCODE TEXT 5 N Y
E STUDENT LAST NAME LASTNAME TEXT 50
N
Y
F USID (teacher ID from Teacher Certification System) USID TEXT 8 N Y
G TEACHER LAST NAME TEACHER_LAST_NAME TEXT 50 N Y
H TEACHER FIRST NAME TEACHER_FIRST_NAME TEXT 50 N Y
I TEACHER MIDDLE NAME TEACHER_MIDDLE_NAME TEXT 50 N O
J LOCAL SECTION ID LOCALSECTIONID TEXT 50 N Y
K LOCAL COURSE ID LOCALCOURSEID TEXT 50 N Y
L LOCAL COURSE NAME LOCALCOURSENAME TEXT 50 N Y
M RI COURSE CLASSIFICATION ID RI_COURSE_CLASSIFICATION_ID TEXT 5 N C
N SECTION ENTRY DATE SECTION_ENTRY_DATE DATE     Y
O SECTION EXIT DATE SECTION_EXIT_DATE DATE     N
 Data Validation Rules for the Class Roster Data Collection
Required Codes - Y=required, C=conditional, O=optional
 
  NEW - RECORD LAYOUT FOR SUMMER WITHDRAWALS
 
Field
Field Description
 Field Name Field Type Length
Auto-
Fill
Required
A STATE ASSIGNED STUDENT ID SASID TEXT 10
N
Y
B LOCALLY ASSIGNED STUDENT ID LASID TEXT 16
N
Y
C REPORTING DISTRICT CODE DISTCODE TEXT 2
N
Y
E EXIT/WITHDRAWAL TYPE EXIT_TYPE TEXT 2
N
Y
D STUDENT LAST NAME LASTNAME TEXT 50
N
Y