Special Education December Count Template Training Colorado Department of Education

Transcription

1 Special Education December Count Template Training Colorado Department of Education 1

2 Template Training Topics First Steps Locating, Saving, and Opening What files do the templates create? About the Staff Template Staff Header Fields Staff Detail Fields About the Student Template Student Fields Next Steps Inputting Data, Creating a File, Fixing Debug Errors Template Hints and Tips Final Steps 2

3 Templates were created as a helpful tool to assist districts and administrative units in the generation of text files which are then submitted to ADE 3

4 Locating the Template Where can I find the templates? Staff Template Student Template (Under 5000 Students) Student Template (Greater than 5000 Students) 4

5 Saving the Template OPENING and SAVING the Templates Right click on the template Choose Save Target As Save the template to your computer Be sure to write down and/or remember the location where you saved the template. The text files that are generated will be saved in the exact same file location. Close the template DO NOT OPEN THE TEMPLATE IN THE WEB BROWSER 5

6 Opening the Template Open the template which is now located on your computer 6

7 About the Staff Template The Staff Template will create the following files Header spd#####.nna Detail spd#####.nnb Terms of the criteria spd - Indicates the collection ##### - Is your Administrative Unit/State Operated Program code number.nn - Is the file revision number (01, 02, 03, ) a - Staff Header file b - Staff Detail file 7

8 About the Staff Template (cont d) Record Sizes All records submitted should be fixed-width ASCII. The record size for the Header File (spd#####.na) 162 bytes The record size for the Detail file (spd#####.nnb) 103 byes Admin Unit/ SOP codes Your unique 5-digit Admin Unit or SOP code must appear in bytes 1-5 of every record submitted. Header and Detail File Numeric Data Fields All numeric data, field type = code on the file layout, e.g. numeric codes must be right justified and zero-filled, (Use 01, not 1 for example) Date Data Fields All date data, Field Type = Date on the file layout, must be numeric and in the MMDDYYYY format 8

9 Staff Header Fields Collected Admin Unit/SOP Code Social Security Number EDID (Educator Identification) First Name Middle Name Last Name Ethnicity: Hispanic/Latino Race: American Indian or Alaska Native Racial Category Race: Asian Racial Category Race: Black or African American Racial Category Race: White Racial Category Race: Native Hawaiian or Other Pacific Islander Racial Category Federal Race/Ethnicity Reporting Category Gender Birth Date School District Code of Residence Highest Level of Education Completed Institution or State Code Years of Prior Pre/K-12 Teaching Experience In-State Years of Prior Pre/K-12 Teaching Experience Out-of-State Years of Prior Pre/K-12 Education Experience In-State Years of Prior Pre/K-12 Education Experience Out-of-State Beginning (start) Date at School District Subject Area of Degree Subject Area of Degree Subject Area of Degree Passed Paraprofessional Test Technology Proficiency Level Type of Technology Assessment Used Date of Technology Assessment Teacher Probationary Status Teacher Overall Performance Evaluation Rating from the Prior

10 10 Helpful Hints about the Staff Header fields Blanks are NOT allowed. If not required, may be zero-filled. Admin Unit/SOP Code automatically populated by inputting your Admin Unit number on the cover page. Must be the 5-digit code representing the Admin Unit/SOP submitting the data No duplicate header records will be permitted EDID (Educator Identification) must be 8 digits, no hyphens If EDID is reported in the Header file, must be reported in the Detail file cannot be blank (This will result in the creation of multiple blank records) Names may only contain characters A-Z, blanks, apostrophes, hyphens and slashes and may only contain one space between name parts If there is no legal Middle Name must use NMN

11 Staff Detail Fields Collected Admin Unit/SOP Code School District/BOCES Code Social Security Number EDID (Educator Identification) School Building Code Employment Status Code Number of Contract Days Hours Worked per Day Hourly Rate of Pay Base Salary or Wage Job Classification Code (JCC) Teaching Subject Area Administrator/Instructional Area Grant/Project Funding Source Grade Level - Infant Grade Level Pre-K Grade Level - K Grade Level - 1st Grade Level - 2nd Grade Level - 3rd Grade Level - 4th Grade Level - 5th Grade Level - 6th Grade Level - 7th Grade Level - 8th Grade Level - 9th Grade Level - 10th Grade Level - 11th Grade Level - 12th 24 Semester Hours Number of Classes Taught in Subject Passed an Out of State Elementary or Early Childhood Core Content Test - State Where Core Content Test Administered (outside of Colorado)

12 Helpful Hints about the Staff Detail records Blanks are NOT allowed. If not required, may be zero-filled. Admin Unit/SOP Code automatically populated by inputting your number on the cover page. Must be the 5-digit code representing the Admin Unit/SOP submitting the data Each record in the Detail File must have a corresponding record in the Header File 12

13 Helpful Hints about the Staff Detail records Separate Detail Records are required for every combination of the following assignments within an Admin Unit/SOP School District/BOCES Code School Building Code Job Classification Code Teaching Subject Area Administrator/Instructional Area Grant/Project Funding Source Teachers teaching both elementary and secondary Teachers teaching both PK and elementary or secondary While you might have multiple detail records as required for every combination of assignments, exact detail records are NOT allowed. 13

14 About the Student Template The Student Template will create the following Student file spd#####.nnc Terms of the criteria spd - Indicates the collection ##### - Is your Administrative Unit/State Operated Program code number.nn - Is the file revision number (01, 02, 03, ) c Student file Record Sizes All records submitted should be fixed-width ASCII. The record size for the Student File (spd#####.na) 226 bytes Admin Unit/ SOP codes Your unique 5-digit Administrative Unit or State Operated Program code must appear in bytes 1-5 of every record submitted. 14

15 Admin Unit/SOP Code Local ID (LASID) Student Fields Collected Student State ID (SASID) Ethnicity: Hispanic/Latino Race: American Indian or Alaska Native Racial Category Race: Asian Racial Category Race: Black or African American Racial Category Race: White Racial Category Race: Native Hawaiian or Other Pacific Islander Racial Category Federal Race/Ethnicity Reporting Category ELL Status Gender Birth Date Grade Level Pupil's Attendance Information State Code of Parent's Residence for Non-resident Students School Code (Public, Non-Public, Head Start) Eligible Facility/Detention Code Special Education Funding Status Last Name First Name Middle Name District of Residence District of Attendance Setting Code Primary Disability Deaf/Blind Registry Specialized Transportation Medicaid Eligible Educational Orphan Parentally Placed in Private School Primary Provider/Service Coordinator SSN Secondary Provider 1 SSN Secondary Provider 2 SSN Secondary Provider 3 SSN Secondary Provider 4 SSN

16 Helpful Hints about the Student records Blanks are NOT allowed. If not required, may be zero-filled. Admin Unit/SOP Code automatically populated by inputting your number on the cover page. Must be the 5-digit code representing the Admin Unit/SOP submitting the data LASID Must be 10 digits. When LASID provided is less than 10 numbers, add leading zero s to equal 10. SASID If left blank, the entire record will be deleted and therefore removed from the text file. The template does not catch those that have been deleted, so be mindful of the number of records that you are submitting. 16

17 Now that you know what fields are reported for each file type: Staff Header, Staff Detail, Student you are ready for the Next Steps

18 Record Preparation Open the template which is now located on your computer. Be sure to enable the Macros when opening the file. Enter your 5-digit Admin Unit number located on the Cover Page tab which will populate your AU/SOP number in the Admin Unit/SOP field. Read the instruction page. While the template possesses a number of edit checks to ensure your data are correct, ADE edit checks are the true test whether or not the data are correct. 18

19 19 Be sure to enable the macros each time you open the template.

20 20 If you don t enable the macros, you will not be able to run the finish tab.

21 21 Please read the instructions prior to using the template.

22 16010 Enter your Administrative Unit number on the Cover Page. This will automatically populate your AU/SOP number in the Admin Unit/SOP field in your Staff Header, Staff Detail, and Student worksheets. 22

23 23 Inputting Data You are now ready to start inputting your data into the worksheets. NOTE: If you are copying data from another excel file: When copying & pasting data into and out of the template be sure to always use paste special paste-values. Highlight ONLY the data in your original file No headers, blank rows, etc. In the worksheet you are copying from, do not include the Admin Unit/SOP field. By entering your Admin Unit number on the Cover Page of the template you ve automatically populated the field in the Staff Header, Staff Detail, and Student worksheets of the template. Place your cursor in cell B3 of the appropriate worksheet (Header or Detail), then Right click and select paste special values

24 Paste Special, Paste-Values 24

25 Notice that the Admin Unit Number added on the Cover Page is automatically populated in the worksheet. Enter your Staff Header data into the Staff Header worksheet. STAFF HEADER TAB 25

26 Enter your Staff Detail data into the Staff Detail worksheet. STAFF DETAIL TAB 26

27 Enter your Student data into the Student worksheet. STUDENT DETAIL TAB 27

28 Creating a File Once you have input data into the template you are ready to create a file. 28

29 29 Creating a File Take a moment to review your records and look for any Cell Shading. Grey indicates the cell is not required or is completed correctly. Yellow indicates the cell cannot be blank or zero-filled; data is required. Violet indicates the cell cannot be blank; Refer to the Data Elements and Definitions to determine when it can be zerofilled. Blue indicates the cell must be zero-filled (based on other data that has been entered). Red indicates the data entered does not comply with the Data Element Requires. Cells which may turn red as a field is completed may later turn back as other data is entered further in the row. Do not try to make changes until the row has been completely filled out. If any cells are still red, refer to the specific fields in your Layout and Edit document to determine what is causing the error.

30 Creating a File (Cont d) While the template encompasses many of the edit checks to assist you with your data, ADE is the true test of your data. Proceed to the Finish tab you are ready to generate your files. 30

31 STAFF FINISH TAB Step 2: Click the save button Step 3: Enter the two digit file version number and click ok. For file version 1 you would enter a 01. Step 1: go to the Finish Tab Step 4: Repeat Steps 1, 2, and 3 for creating detail file. Step 5: Close the Book # file that was created. Do not save changes. 31

32 This is what the Book file will look like. Close without saving. 32

33 STUDENT FINISH TAB Step 2: Click the save button Step 3: Enter the two digit file version number and click ok. For file version 1 you would enter a 01. Step 1: go to the Finish Tab 33 Step 4: Close the Book # file that was created. Do not save changes.

34 This is what the Book file will look like. The text file will be saved where you ve saved your template Close without saving. 34

35 What do I do if I pushed the finish button but instead of creating a file I got a Debug error? 35

36 DEBUG ERROR EXAMPLE

37 Debug Errors If you encounter a Debug or Runtime error while using the template There is erroneous data in at least one of the cells. For instance: Fields that may exceed the byte limit Characters that are inconsistent with the Data Elements and Definitions, such as Dates formatted as either general, date, or custom. Dates should be formatted as text and appear as an 8 byte string without slashes. (e.g ) Fields such SSN should be formatted as text and cannot contain parentheses, hyphens, etc. Unexpected data in a cell, an extra space or a period in the Name column, too many numbers in the EDID field, etc. 37

38 Fixing a Debug error Review the partial text file created before the debug occurred. The text file will give you a clue as to which record contains the error. Make note of the last record in the partial text file and locate it in your template. The very next record will be the row that caused the debug error to occur. Review each cell to verify it is completed correctly and does not have any unexpected characters or too many or too few spaces/characters. Keep in mind how the template sorts the data Staff records are sorted by EDID Student records are sorted by SASID. 38

39 Final Thoughts

40 Template Hints and Tips When in doubt, throw it out -- the template that is! If something is not working correctly, download a new copy of the template file and follow the paste special..paste-values when pasting your data into the template. Be aware that if you make multiple copies of the same file version (such as 01) the macro will append the data each time. If you make file version 01, then make changes in your template and make another version 01, the macro will append the data from the second version to the first so you will in end up with a version that has double the number of records. If you find that you need to redo a certain version number, please delete the first text file that was generated with that version number before generating another one of that same number. The text files will save to the exact same folder where you have the template saved. 40

41 Give yourself a pat on the back! You successfully created your files and are now ready to submit them to ADE. Great Job! 41

42 Please contact us if you need any help with the Templates Kristi Gleason, Data Services Unit Sonia Vargas, ESSU Orla Bolger, ESSU Kathy Baca, ESSU