How to Complete Template 001

Overview:

Here are the quick instructions for utilizing Template 001 EdOrg Calendar Session Grading Period.

• Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.

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Before Beginning, Note:

• All steps will be completed in Row 7, downwards.

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Instructions:

1. Enter the SchoolYear for the data being submitted.

• This is the current reporting school year and NOT the calendar year.

  • Example: If the reporting school year is 2023-2024, the school year field should be 2024.

• Note: Incorrect school year provided will cause data to not be found in Data Exchange.

2. Enter the SchoolID.

• See the chart below for more details.

School ID: Public vs. Non-Public Schools
Public	Non-Public
School ID is a ten digit number comprised from current Corporation and State assigned ID ALL School ID’s start with 10 Next current state assigned Corporation ID - example 1234 Last ends with state assigned School ID 6789 Example School ID: 1012346789	School ID is a ten digit number comprised from current Corporation and State assigned ID ALL School ID’s start with 10 Next Corporation ID is always four zeros - example 0000 Last ends with state assigned School ID A456 with Alpha converted to number A=1, B=2, C=3, D=4 Example: School ID: 1000001456

3. Enter the SessionName.

• This IS freeform (up to 60 characters) and IDOE suggests providing the calendar year, with a season + semester. 

  • For example; “2019-2020 Fall Semester”.

4. Enter the TermDescriptor. The allowable Term Descriptors are listed below on the chart.

• Note: The descriptors are both case and space-sensitive.

TermDescriptor

TermDescriptor

Fall Semester

First Quarter

First Trimester

Fourth Quarter

MiniTerm

Other

Second Quarter

Second Trimester

Spring Semester

Summer Semester

Third Quarter

Third Trimester

Year Round

MiniTerm One

MiniTerm Two

MiniTerm Three

MiniTerm Four

MiniTerm Five

MiniTerm Six

5. Enter the BeginDate and EndDate of each Term.

• These should be formatted as [MM/DD/YYYY].

• Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].

6. Enter the TotalInstructionalDays.

• This is the total number of instructional days in that term, between the begin and end date just recorded.

7. Enter the GradingPeriodDescriptor within each Term.

The allowable Grading Period descriptors are listed below on the chart (when entering make sure the program name matches EXACTLY what is allowable; caps, lower case, space. 

GradingPeriodDescriptor

GradingPeriodDescriptor

End of Year

Fifth Six Weeks

First Nine Weeks

First Semester

First Six Weeks

First Summer Session

First Trimester

Fourth Nine Weeks

Fourth Six Weeks

Second Nine Weeks

Second Semester

Second Six Weeks

Second Summer Session

Second Trimester

Sixth Six Weeks

Summer Semester

Third Nine Weeks

Third Six Weeks

Third Summer Session

Third Trimester

8. Enter the BeginDate and EndDate of each GradingPeriod

• Note: Again, the Begin Date should be formatted as [MM/DD/YYYY] 

• Continue adding Descriptors and Begin Dates as needed until completion.

9. Enter the GradingPeriodTotalInstructionalDays.

• This is the total number of instructional days in that grading period, between the begin and end date just recorded.

• Repeat this process as needed for each grading period reported within the term.

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Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.