CEDARS in SKYWARD November, 2011. CEDARS The Comprehensive Education Data and Research System OSPI...

CEDARS in

SKYWARDNovember, 2011

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– CEDARS Reporting– Skyward Data on your District Xport Drive– SSID Export and SSID Import– Skyward to CEDARS Data Cross-Reference

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



CEDARS Reporting

The CEDARS application offers districts a variety of reports that can be used to validate data contained in the CEDARS

database.Reports are split into the following categories:•Enrollment•State and Federal•Vocational•Special Ed•Bilingual•Program

Sometimes people are unsure of what to enter on the CEDARS Reporting Screens:•Between Start and End Date – Include students enrolled between the start and end dates entered.•As of Date – Use the data from the most recent submission on or before the As of Date.•Unduplicated Counts – This option counts a student in their default school only.

CEDARS Reporting

CEDARS Reporting

CEDARS Reporting

CEDARS Reporting

CEDARS Reporting

CEDARS Reporting

Skyward Enrollment Report

CEDARS Reporting

Do not try to use the Validation and Certification Options available on this screen. These steps must be completed under the new EDS application called Special Education November Federal Child.

CEDARS Reporting

CEDARS Reporting

CEDARS Reporting

Skyward Lunch Code Totals by Day Report

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 importsUsing the CEDARS Match Process

In EDS – CEDARS go to SSID and Student MatchClick the Search On the next screen, Match the available students in the list

and Save the matches


When finished “matching” students, click the Download SSIDS button. Search By: SSID Assigned Date Range, enter a date rangeChoose Search


Verify the students in the Download SSIDs list.Choose Download


This window appears after the “Download” selection.

Select Save.

Be sure to save the file somewhere you can locate it again.

SSID extracts and imports

After saving the Download you will have a .txt file named SSIDReport.

The next step is to import this file into Skyward.

SSID extracts and importsImport SSIDs Into Skyward

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

SSIDFinding Students in Skyward with Blank

SSIDSWS/State Reports/WA/SSID (Entity 000)•Run the Export Students without IDs using the Create only an SSID Report. This report will give you a list of Students in Skyward without SSIDs. The report page breaks by entity.

SSID extracts and importsStudents with no SSIDs

If you still have students without SSIDs, create an Export file in Skyward:

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 a file in your district’s Export Drive.

• Import the STUSSIDEXTR.txt file into EDS, use the EDS Match process as previously described.

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: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year



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

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

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


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

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

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

Web Access Path: WS/SR/WS/PS/CD/DC – This record defines the current CEDARS processing year


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/CEDARS/ALE Home District


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

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

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

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

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


Element B10 – Birth Country CEDARS Field Name: BirthCountry Web Access Path: WS/ST/PR/General/Birth Hist/Edit/Birth Country


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

CEDARS District Student File (B) Element B13 – Grade Level CEDARS Field Name: GradeLevelCode Web Access Path: WS/ST/PR/General/Entry/With/Grad Year

•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

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

WS/SS/SC/SC/Section 504 Details/Disabilities/State Report Code WS/ST/PR/NCLB-2/Section-504/Disabilities/Edit/Disability/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

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

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

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

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

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

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

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

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

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

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

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


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

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

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

Element C09 – School Withdrawal Code CEDARS Field Name: SchoolWithdrawalCode

Web Access Path: WS/ST/PR/Entry-With/Edit/Withdrawal Information/Code

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

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


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

Element C13 – Cumulative Number of Unexcused Absences Enrollment Period CEDARS Field Name: NumUnexcusedAbsences Web Access 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.

CEDARS Course Catalog File (D)

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

Element D02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code

Element D01 – School Year CEDARS Field Name: SchoolYear



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

Element D05 – Course Title CEDARS Field Name: CourseTitle

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


Element D06 – Content Area Code CEDARS Field Name: ContentAreaCode

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


Element D07 – Course Designation Code CEDARS Field Name: CourseDesignationCode

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

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

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

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/CS/BC/CM/Edit Course/Washington State Specific/Advanced Placement


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

CEDARS Field Name: CIPCode

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

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.


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/SSID

Element E01 – School Year CEDARS Field Name: SchoolYear



Element E06 – Course ID CEDARS Field Name: CourseId

Web Access Path: WS/ST/PR/ Scheduling/Current/Course-Section

Element E07 – Section ID CEDARS Field Name: SectionID

Web Access Path: WS/ST/PR/ Scheduling/Current/Course-Section

Element E05 – Location ID CEDARS Field Name: LocationID

Web Access Path: Entity selected

CEDARS Student Schedule File (E) Element E08 – Term CEDARS Field Name: Term

Web Access Path: WS/OF/CS/BC/PS/CO/CL – Click + to edit

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.


Element F02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode


Element F03 – Staff ID CEDARS Field Name: StaffId

Web Access Path: HR/EP/EP/Name/Name ID

Element F01 – School Year CEDARS Field Name: SchoolYear

Web Access Path: WS/WA/WS/PS/CF/DC – This record defines the current CEDARS processing year


Element F04 – Staff Type Code CEDARS Field Name: StaffTypeCode

WESPaC Path: HR/EM/Choose Employee Management Plan


Element F04 – Staff Type Code- continued CEDARS Field Name: StaffTypeCode

WESPaC Path: HR/EM/Choose Employee Management Plan/Assignments


Element F05 – Certification Number CEDARS Field Name: CertificationNumber

WESPaC Path: HR/PR/Locate Staff Member/Credits tab


For contracted teachers not included in the Employee Management Plan, Staff Type and Cert Numbers may be entered on the Staff

Profile in Student Management:

Web Access Path: PS/CA/ST/CF/Staff area

CEDARS Staff File (F) Web Access Path: WS/SF/SF/WA Staff Type Code/Edit


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


For contracted teachers not included in the Employee Management Plan, Staff Type and Cert Numbers may be entered on the Staff

Profile in Student Management:

Web Access Path: PS/CA/ST/CF/Staff area


Element F06 – Last Name CEDARS Field Name: LastName

Web Access Path: HR/EP/EP/Name/Edit

Element F07 – First Name CEDARS Field Name: FirstName


Element F08 – Middle Name CEDARS Field Name: MiddleName


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

Web Access Path: WS/SF/SF/Edit/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.


Element G02 – Serving County District Code CEDARS Field Name:ServingCountyDistrictCode


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

Element G01 – School Year CEDARS Field Name: SchoolYear



Element G04 – Staff ID CEDARS Field Name: StaffId


Element G05 – Course ID CEDARS Field Name: CourseId

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

Element G06 – Section ID CEDARS Field Name: SectionId

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

CEDARS Staff Schedule File (G) Element G07 – Term CEDARS Field Name: Term

Web Access Path: WS/OF/CS/BC/PS/CO/CL – Click + to edit

CEDARS Grade History File (H)

This file contains all high school credit courses where credit was attempted for every student served during the current school year, including those who exit the school. Final grade and credit information for each course must match what will appear on the student’s transcript. Each student’s entire grade history must be submitted.

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


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

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

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

Element H01 – School Year CEDARS Field Name: SchoolYear



Element H06 – Staff ID CEDARS Field Name: StaffId


Element H07 – Course ID CEDARS Field Name: CourseId

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

Element H08 – Course Title CEDARS Field Name: CourseTitle

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

Element H05 – Location ID CEDARS Field Name: LocationId

Web Access Path: Entity selected

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)

Element H10 – Letter Grade CEDARS Field Name: LetterGrade

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


Element H11 – Credits Attempted CEDARS Field Name: CreditsAttempted

Web Access Path: N/A - calculated using Transcript logic

Element H12 – Credits Earned CEDARS Field Name: CreditsEarned

Web Access Path: N/A – calculated using Transcript logic

Element H13 – Course Designation Code CEDARS Field Name: CourseDesignationCode

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

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

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

Element H15 – State Course Code CEDARS Field Name: StateCourseCode

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


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

CEDARS Field Name: APIBCourseCode

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


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

Web Access Path: WS/OF/CS/BC/CM/Edit Course/General Properties/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

Element H19 – Term CEDARS Field Name: Term

Web Access Path: WS/OF/GR/PS/CF/CL/Class Control Sets

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

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


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

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


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

CEDARS Student Programs File (i)

This file details student participation in various programs, per enrollment, for the current school year and Free-Reduced Meals eligibility/participation. 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 State Transitional Bilingual Instruction Program and students identified as Immigrant are not included in this file. They are reported separately in the State Transitional Bilingual Programs and Immigrant Students 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 I05 – Location ID CEDARS Field Name: Location Id Web Access Path: Student’s Default Entity

Element I02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code

Element I03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID

Element I04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number

Element I01 – School Year CEDARS Field Name: SchoolYear Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year


Element I06 – Program Code CEDARS Field Name: Program Code

ALL Program Codes are on the NCLB-2 TAB with the exception of #19 (F/R Meals Participation

Web Access Path: WS/ST/PR/NCLB-2#19 - WS/ST/PR/Food Service tab/Lunch Code

CEDARS Student Programs File (i)Element I06 – Program Code CEDARS Field Name: Program Code Program Codes for Lrn Ast Pgm

Prg Code Description04 LAP Reading05 LAP Language Arts06 LAP Math07 LAP Readiness11 LAP Graduation Assistance

CEDARS Student Programs File (i)Element I06 – Program Code CEDARS Field Name: Program Code Program Codes for Title Prg

Prg Code Description08 Title I Targeted Assistance Reading09 Title I Targeted Assistance Language Arts10 Title I Targeted Assistance Math12 Title I Targeted Assistnace Science20 Title I Neglected/Delinquent Supplemental Services21 Title I Schoolwide – Additional Program Assistance in Reading22 Title I Schoolwide – Additional Program Assistance in Math23 Title VII Indian Education Supplemental Services26 Title I Schoolwide – Additional Program Assistance in Language Arts27 Title I Schoolwide – Additional Program Assistance in Science

CEDARS Student Programs File (i)Element I06 – Program Code CEDARS Field Name: Program Code Program Codes for Oth WA Prg

Prg Code Description01 21st Century02 Early Education03 Gifted17 Migrant18 NCLB Supplemental Services24 Unaccompanied Youth25 College Bound Scholarship

CEDARS Student Programs File (i)Element I06 – Program Code CEDARS Field Name: Program Code Program Codes for Section 405

Prg Code Description16 504 Plan

CEDARS Student Programs File (i)Element I06 – Program Code CEDARS Field Name: Program Code Program Code 19 – Free/Reduced Meal ParticipationWeb Access Path: WS/ST/PR/Food Service


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

Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Program End Date

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

Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Program Start Date WS/ST/PR/Food Service Tab/Effective Date


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

Web Access Path: WS/ST/PR/NCLB-2 Corresponding Program- Exit Reason

CEDARS Student Programs File (i)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 information unique to those students who tested but did not qualify or who are receiving State Transitional Bilingual Instruction Program (STBIP) services and Native American students receiving, under Title III, English Language Development services. There should be one entry for each student identified for the current school year.

For example, if a student enters, exits and re-enters the State Transitional Bilingual Instruction Program (STBIP), there should be two entries to reflect these two separate enrollments into the Program.

If a student changes buildings (entities) there must be a new record for the new building and an exit date/reason on the old building record.


There are three Program/Eligibility Designations:1. State Transitional Bilingual Instruction Program2. State Transitional Bilingual Instruction Program – Student

Tested Not Eligible3. Native American Student eligible for Title III State Transitional

Bilingual Instr Program

Separate Enrollment records are created by choosing the Program/Eligibility Designation when adding programs to the Ltd Eng Prof on the NCLB-2 Tab.


Element J05 – Location ID CEDARS Field Name: Location Id Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof – Entity Selected

Element J02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code

Element J03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID

Element J04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number

Element J01 – School Year CEDARS Field Name: SchoolYear Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year


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


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

Web Access Path: WS/ST/PR/NCLB-2/Ltd 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


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


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

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 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

CEDARS Student Bilingual Program File (J)

Element J13 – Initial WA Placement Test Date No Data is required for this element.

Element J14 – No Longer a Valid Data Element This data element has been moved to District Student File (B) Element B32

Initial USA School Enrollment Date

Element J15 – No Longer a Valid Data ElementThis data element has been moved to District Student File (B) Element B33

Number of Months US Attendance in School

Element J16 – Number of Months Non US Formal Education This data element has been moved to District Student File (B) Element B34

Number of Months Non US Attendance in School

CEDARS Student Bilingual Program File (J)

Element J17 – Program/Eligibility Destination CEDARS Field Name: Program/Eligibility Designation

Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Program/Elibility Designation

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 K05 – Location ID CEDARS Field Name: Location Id Web Access Path: WS/ST/PR/Entity/Entity Info/Default Entity

WS/ST/PR/Entry-With/Dflt Ent

Element K02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code

Element K03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID

Element K04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number

Element K01 – School Year CEDARS Field Name: SchoolYear Web Access Path: WS/SR/WA/PS/CF/DC – This record defines the current CEDARS processing year


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

Element K07 – Start Date CEDARS Field Name: Start Date Web Access Path: WA\SS\SE\PR\State Reporting Tab\Student first received Special Education Services onWS/SS/SE/PR/IEP Information/IEP Information/Edit/Start IEP


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

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.WS/SS/SE/PR/State Reporting tab/Student first referred to Special Education WS/SS/SE/PR/Referrals tab/Date of Referral

Element K11 – Initial Eligibility Date CEDARS Field Name: Initial Eligibility Date This field is optional.WS/SS/SE/PR/State Reporting tab/Student initially found eligible to receive Special Education serviceWS/SS/SE/PR/Evaluation Info tab/Evaluation Completed


Element K12 – Last IEP Review Date CEDARS Field Name: Last IEP Review Date

This field is optional.

Web Access Path: WS/SS/SE/PR/IEP Information/Edit/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

This file captures ethnicity information unique to each student. There must be at least one record for each student.

If Ethnicity Code equals ‘10’ (Non-Hispanic), there cannot be other records in this file for the same student. If the student is Hispanic, there can be multiple records for the student identifying all sub-categories of Hispanic with which the student identifies.

CEDARS Special Education Ethnicity File (L)


Element L01 – School Year CEDARS Field Name: School Year Web Access Path: WS/SR/WA/PS/CF/DC – This is the current CEDARS processing year.

Element L02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code

Element L03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID

Element L04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number


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

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.

CEDARS Special Education Race File (M)


Element M01 – School Year CEDARS Field Name: School Year Web Access Path: WS/SR/WA/PS/CF/DC – This is the current CEDARS processing year.

Element M02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code

Element M03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID

Element M04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number


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

Thank You for Coming!

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

mailto:[email protected]

Date post:	03-Jan-2016
Category:	Documents
Upload:	derick-stafford
View:	227 times
Download:	6 times

CEDARS in SKYWARD November, 2011. CEDARS The Comprehensive Education Data and Research System OSPI...

Documents