All Student Demographics Templates: How to Complete Template 017

Overview:

Here are the quick instructions for utilizing Template 017 Student _ Student Ed Org Association.

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.

Before Beginning, Note:

All steps will be completed in Row 7, downwards.

Instructions:

1. Enter the EdOrgID.

This is the Corp (LEA) ID. See Chart below for more details regarding this template’s requirements.

EdOrgID: Public vs. Non-Public Schools
Public	Non-Public
EdOrgID (Corp/LEA/School) is a ten digit number comprised from current Corp and/or School assigned ID ALL School ID’s start with 10 Next current state assigned Corporation ID - example 1234 Last ends with 0000 Example School ID: 1012340000	EdOrgID is a ten digit number comprised from current Corp/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

2. Enter the STN.

Note: Any STNs beginning with a zero will need the field or entire column to be formatted to hold the nine digits being reported. Leading zeros will be dropped upon reopening the csv file.

3. Enter either “TRUE” for “yes”; or “FALSE” for “no” in the field under HispanicLatinoEthnicity.

This data should have been collected on the “Collecting Racial and Ethnic Data” Form, Part 1. The Spanish version can be found here.
Note: “TRUE” or “FALSE” should be typed fully capitalized.

4. Enter the RaceDescriptor.

This data should have been collected on the “Collecting Racial and Ethnic Data” form, Part 2.
A more comprehensive guide for connecting geographic/national origin with a race can be found here.
If you entered “TRUE” for HispanicLatinoEthnicity for a student, you must enter the “Hispanic Ethnicity and of any race” descriptor for this student.
If you entered “FALSE” for HispanicLatinoEthnicity for a student, enter one of the other descriptors on the chart below.
- These descriptors are both case and space sensitive.

5. Enter the SexDescriptor using the chart below.

This is either a student’s birth gender or their preferred, self-identified gender.

6. Enter the LanguageDescriptor code values using this documentation.

Report the language of the student as determined from the Home Language Survey (in English). This survey is available in Spanish here.

7. Enter the AddressType based on the descriptors found on the chart below.

This field will identify the type of address being reported for the student. Schools may need to report both a home and mailing address on a student if the family prefers to have their mail delivered to a PO Box.
Note: The home mailing address may be utilized to determine the student has legal residency within the state of Indiana while a PO Box does not provide this level of information. The state requires a “home” type address in case of audits to determine the student has legal residency within the state of Indiana.

Address Type Descriptor

Home

Mailing

8. Enter the AddressBeginDate

Report the first date of the school calendar, the first date of the student’s enrollment, or the first date of the student providing updated address information.
Note: Remember to format the date as "TEXT' and as MM/DD/YYYY.

9. Enter the AddressEndDate

Report the last date prior to a student providing updated address information.
Schools are not required to provide updated begin/end dates to student address information when making a correction to a current address.
Schools are not required to provide end dates on all address records at the end of each reporting school year.

NOTE: Address information is shared with other state agencies for relevant mailings to parents. Address information is utilized in cases of audits to show proof the student resided in Indiana when receiving membership funding.

10. Enter the StreetNumberName.

This is the student’s house, lot, apartment number, etc. with the entire street name. If submitting a PO Box as the second record with “mailing” address type, then report the PO Box in the street number name field.

11. Enter the City.

Report the accurate city for the student’s address.

12. Enter student’s address StateAbbreviationDescriptor as the state’s two character code.

As an example Indiana would be reported as “IN”. A list of character codes for each state can be found on this documentation.

13. Enter the student’s address PostalCode (zip code).

14. Enter the NameofCounty for the student’s address.

This is a text field and requires the name of the county and not a county code.
- For example, schools in Indy would report “Marion” spelled out and not “49”.

15. Enter the Student Electronic Email.

Note: this is an optional field.

16. Enter the LimitedEnglishProficiencyDescriptor code if the student qualifies as an English Learner using this chart.

report the student’s current limited English proficiency level obtained from a placement test, screening, or the last WIDA assessment.
this would be the same proficiency level as currently reported on the DOE-LM (English Learners and Immigrant Students) collection.

17. Enter the ELLInstrumentDescriptor code if the student qualifies as an English Learner using this chart.

18. Enter the USInitialSchoolEntryDate.

For ALL students in grade levels KG-13 born outside of the US or US territories, report the date the student first entered school in any US state.
Note: This must be written as TEXT as “MM/DD/YYYY”.

19. Enter the student’s Birth Country Descriptor Code under BirthCountry if born outside of the USA; otherwise report “USA”.

A list of descriptor codes for each country can be found on this chart.

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.